• Save
Toolbox Collaboration Setup For Research Ppt Final
Upcoming SlideShare
Loading in...5
×

Like this? Share it with your network

Share

Toolbox Collaboration Setup For Research Ppt Final

  • 612 views
Uploaded on

 

More in: Business
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads

Views

Total Views
612
On Slideshare
591
From Embeds
21
Number of Embeds
2

Actions

Shares
Downloads
0
Comments
0
Likes
0

Embeds 21

http://www.fitt-for-innovation.eu 19
http://87.106.10.192 2

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. Collaboration Setup for Research CoCoNut and MyBBT FITT (Fostering Interregional Exchange in ICT Technology Transfer) www.FITT-for-Innovation.eu
  • 2. Practice in general • CoCoNut = an internal IBBT project involving researchers from many domains & backgrounds (sociologists, economics, engineers, law researchers, mathematicians, etc.) “research the ways in which IBBT researchers work and interact, design the ideal collaboration/sharing environment to work efficiently while being geographically spread.” • MyBBT = the implementation of the coconut findings “Smart, interactive, attractive collaboration & knowledge sharing platform for IBBT researchers and partners” 2 | 04.01.2010 Collaboration Setup for Research
  • 3. Practice step by step Step 1: Present state analysis Step 2: Conceptual Modelling Step 3: Technology Mapping (MyBBT) Step 4: Dissemination & Valorisation 3 | 04.01.2010 Collaboration Setup for Research
  • 4. Step 1: Present state analysis • Investigate the environment - What are the usability criteria for optimal acceptance? - What are the socio-professional criteria for optimal acceptance? - Who are the relevant stakeholders, relations & working routines • Investigate the market - What technical tools and non-technical building blocks - Create inventory of best practices 4 | 04.01.2010 Collaboration Setup for Research
  • 5. Step 1: Present state analysis - results • the environment - IBBT is very heterogeneous, be cross browser / cross platform - Both early adopters as laggards among the users, tool must technically be state of the art as well as very simple to use. - Current working routines are very diverse. Information is spread throughout the enterprise. • the market - Established companies have excellent tools, but they tend to assume one platform and one set of clients. - For our case: more relevant stakeholders in the open source solutions. 5 | 04.01.2010 Collaboration Setup for Research
  • 6. Step 1: Present state analysis - results 6 | 04.01.2010 Collaboration Setup for Research
  • 7. Step 2: Conceptual Modelling • SOTA on multidisciplinary & virtual communication. - ‘literature’ study - Focus on models rather than tools • Integrate previous findings into a general common model - Model to be used in step 3 (technical implementation) - Model to be used in ‘Cookbook’ • Developing Cookbook - Set out the basis for a living cookbook, an IBBT manual - First version is written here, and handed to community afterwards. - Cookbook describes best practices in various aspects of the project work 7 | 04.01.2010 Collaboration Setup for Research
  • 8. Step 2: Conceptual Modelling 8 | 04.01.2010 Collaboration Setup for Research
  • 9. Step 3: Technology Mapping (MyBBT) • System architecture layout - Market study - Write technical specification • System implementation - Using an Agile approach (6 sprints spread over 4 months) - Using CoCoNut users (~40) as feedback audience - Implementation based on Alfresco Share but adapted to the needs of IBBT, as defined in the first two steps. - Main functionality: Wiki tool, Document Sharing functionality, Discussion boards etc. per project - Aggregation of all project data in user/project dashboards. 9 | 04.01.2010 Collaboration Setup for Research
  • 10. Step 4: Dissemination and Valorisation • System v1 live: October 2009 - Relatively small number of projects (20) and users (300) - Close interaction with novice users is vital • Disseminate results to IBBT community - Make people aware of the cookbook - Have people contributing to the cookbook - Organize some events (e.g. We-BBT 2010) • Continuous development! - Get a feedback loop going. - Listen to the users, implement and listen for feedback again. Repeat. 10 | 04.01.2010 Collaboration Setup for Research
  • 11. MyBBT? Please join us! 11 | 04.01.2010 Collaboration Setup for Research
  • 12. 12 | 04.01.2010 Collaboration Setup for Research 12
  • 13. When? Timing • Original concern: at the very start of IBBT • Project CoCoNut: started in Jan 2008, ends Dec 2009 • MyBBT platform: launched october 2009 • MyBBT is a continuous effort. • CoConut will continue in 2010 for: - User feedback and interaction - Redaction tasks on Cookbook (maintain integrity of information) - Specific tasks that require specific knowledge. E.g. usability issues, metrics or security. 13 | 04.01.2010 Collaboration Setup for Research
  • 14. Who? Stakeholders • IBBT - Active involvement of 5 people. - Should involve the entire staff (30) in time, as the system is vital for IBBT in a horizontal way throughout the organisation. - At stake: structuring the information in the entire organisation, as well as optimising the internal processes. • IBBT researchers - Core group of 15 FTE involved during project. - Feedback board of 40 users during project (about 120 man days) - At stake: obtain a usable one stop shop for all project related information, tailored to their needs. 14 | 04.01.2010 Collaboration Setup for Research
  • 15. Where? Location • In all 5 universities of Flanders, at IBBT and online. • Most of the work was done online. • Monthly meetings were there of course, but video conferencing and online collaboration tools were the larger part of this project. 15 | 04.01.2010 Collaboration Setup for Research
  • 16. Pro’s & Cons Pro’s • Strong user interaction during setup & implementation • MyBBT itself: all project knowledge in 1 platform • User-centered approach for continuous development. Cons • Adaptability of Alfresco: it is possible, but not always as easy as it may seem. • Users can be very demanding. This is not necessarily a bad thing, but you will have to work hard to keep up. Make sure you have a skilled team ready. 16 | 04.01.2010 Collaboration Setup for Research
  • 17. Why ? Why was it established? • IBBT is a decentralized structured organisation - 900 researcher spread over 5 universities and many more campuses. - Equal amount of research partners in industry • There was no common work space before MyBBT - Projects did have separate, closed collab websites - This means: no knowledge sharing cross projects, no overview for senior people that participate in more than 1 project - Hence: little or no tools for knowledge sharing. 17 | 04.01.2010 Collaboration Setup for Research
  • 18. Why ? Impact • All tough very young, the system is received quite well. • Most added value for seniors, who need overview and dashboards • When everybody uses the tool in the right way we should be able to: - Provide a single source of info regarding IBBT projects to our researchers - Have one single point of entry for all IBBT related questions that are not publically available - Have clear processes and practices defined and documented - Have a good way to communicate to the IBBT community, or segments of it. 18 | 04.01.2010 Collaboration Setup for Research
  • 19. Outcome What happened after the implementation • As said: the system was received quite well. • Researchers are inclined to start new projects on MyBBT (such as contract research), although we do not oblige them to do this. • Many bug reports bottom up. We consider this a good thing. • Unexpected side effects? - More work than expected - API proves a very useful tool, even more than expected. We already managed to roll out an integration with our survey platform, contact DB. - API makes for a powerful administrative tool (e.g. give me all projects of type X, and of those projects all the project managers). 19 | 04.01.2010 Collaboration Setup for Research
  • 20. Outcome Plans for the future? • Continuous development of MyBBT - After phase I ended with go-live in Oct 2010, phase II was launched - Scope based on early experiences of users and our own input based on our experience - Initial scope: better feedback mechanism, better email client integration, RTE enhancements for the wiki. • Follow up project of CocoNut - Given the success of CocoNut, we will continue to use our own research group as prime input for MyBBT or even other projects -  use the expertise of IBBT research groups in IBBT production environment 20 | 04.01.2010 Collaboration Setup for Research
  • 21. Lessons Learned Looking back now we would … • Probably invest even more time into the project. • Put more focus on feedback to the feedback group • Giving feedback to users that have invested a lot of their time into this project is key to keeping them motivated and active. • Content is key • Especially for the extranet, content is truly the key to success • Invest early on in the project in writing that content • Invest early on in people that will continuously working on that content. 21 | 04.01.2010 Collaboration Setup for Research