Admin2009 raven justifying

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The presentation covers productivity enhancements for users and admins for Notes and Domino releases 8.0, 801, 802 and 8.5.

The presentation covers productivity enhancements for users and admins for Notes and Domino releases 8.0, 801, 802 and 8.5.

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  • HEY I just picked Lower cost and Shorter cycles to have something to say– other people like Russ and pick what we really say– I just wanted to start with the big picture!!
  • Yes, actual IBM research from the learning cetner tells us that on screen line length is optimal at about 4.5 inches! This is research from Peter Orton , Ph. D. from the center for advanced learning. I have copies of his published papers if you want me to send them to you.

Transcript

  • 1. Justifying Your Upgrade: How Notes and Domino 8.0.x and 8.5 Make You and Your Team More Productive! Mary Beth Raven, IBM Paul Mooney, Blue Wave Technology
  • 2. In This Session …
    • We assume you’re still using Notes/Domino 6.x or 7.x (not 8.0 or 8.0.1)
    • Upgrades are justified if they produce better business outcomes
    • Better business outcomes include:
      • Shorter cycles
      • Larger scale
      • Higher quality
      • Lower cost
  • 3. Better Business Outcomes for End Users
    • For business end users
      • Shorter cycles
      • Higher quality
    Our primary business end user is Samantha
  • 4. Better Business Outcomes for Domino Administrators
    • For Domino Administrators
      • Lower cost
    • For Help Desk staff
      • Shorter cycles
      • Lower cost
    Ida is our Help Desk persona Fred is our Domino Admin
  • 5. What We’ll Cover …
    • Notes 8.0.2 better business outcomes for end users
    • Domino 8.0.2 better business outcomes for admins
    • Notes 8.5 better business outcomes for end users
    • Domino 8.5 better business outcomes for admins
    • Wrap-up
  • 6. Notes 8.0.2 Better Business Outcomes for End Users
    • Shorter cycles and improved comprehension
      • Start the client faster than 8.0 or 8.0.1
      • Read email faster with preview pane on right
      • Remember more of what you read
      • Manage inbox more quickly
      • Find info faster with Widgets and Live Text
  • 7. 8.02 and 8.5 Clients: Faster Cumulative Response Time Than 8 or 8.0.1
  • 8. 8.0.2 and 8.5 Clients Use Less Memory Than 8 and 8.0.1
  • 9. 8.0.2 and 8.5 Warm Start Gets Faster Than 8 and 8.0.1
  • 10. 8.0.2 and 8.5 Client Cold Start Gets Faster Than 8 or 8.0.1
  • 11. Read Email Faster with Preview on the Side Reading research indicates that 4.5 inch line lengths are quicker and better to read
  • 12. Read Email Faster — Sample “Statistics”
    • The IBM study was done with reading a Web page
    • Shorter line lengths saved approximately four seconds per page
    • If length and format of Web page = most mail messages
      • Then you save four seconds of reading per mail message
      • At 180 msg/day = 720 seconds = 12 minutes!
  • 13. Read Email Better — Sample “Statistics”
    • IBM reading research indicates that when using the shorter line length, participant RETAINED more info in a post-test of the material
    • Remembering more = PRICELESS!
  • 14. Manage Inbox Faster — Act on Whole Conversation Ability to act on whole conversation (move to trash, or folder) increases productivity
  • 15. Act on Whole Conversation — Sample “Statistics”
    • Assume one second to delete an email or move it to a folder
    • IBM research indicates that the average mail thread is 6 messages
      • You delete (or move to a folder) entire thread in one second. Saves five seconds.
      • You get about 30 threads a day (180 mail messages)
      • You save 150 seconds deleting mail (almost two minutes)
  • 16. Manage Inbox Faster — View by Conversation Viewing inbox by conversation reduces email clutter
  • 17. View by Conversation — Save Cognitive Cycles
    • Grouping mail by conversation saves cognitive time processing each message individually
      • If it takes you one second to establish the context for each individual message, then grouping by conversation might save five seconds per conversation
      • You get about 30 threads a day (180 mail messages)
      • You save 150 seconds establishing context (almost two minutes)
  • 18. View by Conversation — Save Time Looking for Related Mail
    • Grouping mail saves time looking for related messages in your inbox
      • If it takes you two seconds to find a mail message related to the one your currently reading
      • And you look for related messages 30 times a day
      • You save one minute
  • 19. See Information Immediately with Widgets
    • Widgets bring additional functionality right into the Notes client
    • There are no “out of box” widgets in 8.0.2, the end user or “Fred the domino admin” has to add them
    • Widgets (including Eclipse “plug-ins and features”) can be added to:
      • The Sidebar
      • Toolbars and menu bars
      • Context menus
  • 20. See Information Immediately with Widgets (cont.)
  • 21. Find Info Faster with Live Text
    • Live Text is indicated by a dashed underline
    • It is made “live” by hooking it to meaningful actions
    • Names and addresses for USA and Germany can be recognized as Live Text
    • Works in any Notes document
  • 22. Widgets and Live Text — Sample Time-Saving Data
    • Save approximately seven seconds each time you use Live Text instead of opening a Browser and copying the info
      • Examples:
        • Have an address in email and you need driving directions
        • Search the Web for info about a person
      • Do this 10 times a day = 70 seconds
  • 23. Summary and Demo of the 8.0.2 Time-Saving Capabilities
    • Approximate time saved using Notes 8.0.2 = 18 min a DAY
    • PLUS the priceless “remember more of what you read” part!
    • Multiply by the NUMBER OF PEOPLE in your organization = No Brainer!
  • 24. What We’ll Cover …
    • Notes 8.0.2 better business outcomes for end users
    • Domino 8.0.2 better business outcomes for admins
    • Notes 8.5 better business outcomes for end users
    • Domino 8.5 better business outcomes for admins
    • Wrap-up
  • 25. Domino 8.0.2 Business Outcomes for Domino Administrators
    • Low-cost management of widgets and Live Text
    • ODS 48 option
    • Traveler
    • iNotes UL
    • Message recall
    • Inbox maintenance
    • Out-of-Office enhancements
  • 26. Low-Cost Management of Widgets and Live text
    • Set desktop policies to deploy widgets
      • Fred can give Samantha the ability to create her own widgets, or not, depending on her skill level
    • Deploy a widget catalog
      • Fred can control exactly which user groups get which widgets and Live Text
  • 27. Set Desktop Policies to Deploy Widgets
    • Fred can use Domino policies to control many things in the widgets sidebar or toolbar and catalog
    • Open Pubnames.ntf to create a new desktop policy
    • Click the Widgets tab
    Click New Click Widgets
  • 28. Set Desktop Policies to Deploy Widgets (cont.)
    • Complete the pertinent fields
    Default catalog name is toolbox.nsf; public server one is Noteswidgets.nsf Deploy your own or use this Public server 72.51.41.44
  • 29. Set Desktop Policies to Deploy Widgets (cont.) “ Widget catalog categories to install” refers to the categories from the widget catalog. Widgets in these categories automatically get installed on Philippe’s computer. You have to type in these categories by hand in the policy, separated with a comma
  • 30. Set Desktop Policies to Deploy Widgets (cont.) If you turn on “Show the My Widgets panel … ” in this policy, then Philippe sees the My Widgets sidebar panel and toolbar automatically This will be checked on
  • 31. Deploy a Widget Catalog: Overview of Steps
    • Get the template, put it on a server
    • Set Access control
    • Create Categories
    • Enable the Sweeper agent
    • Verify that the low-priority replication schedule is right for your organization
  • 32.
    • Obtain the Widget Catalog template (TOOLBOX.NTF). The template is installed with the IBM® Lotus® Domino® server.
    • Create the catalog, MyNotesWidgets.nsf, e.g., using the supplied TOOLBOX.NTF template
    Deploy a Widget Catalog: Get the Template
  • 33.
    • Give Admins/power users read and write access to the catalog
    • Give admins the [Admins] role
    • Give Admins/power users one of the following access rights to the catalog:
      • Manager
      • Designer
      • Editor
    Deploy a Widget Catalog: Set ACLs Read and write access Admin role Add access rights End users need reader access if they will not be adding to the catalog
  • 34.
    • Choose which type of categories to create:
      • Admin categories (keywords) are locked and only the admin can add to them
      • User-defined categories (keywords) allow users to add categories and things to the categories
    Deploy a Widget Catalog: Create Categories For Admin categories, Open the administration part and choose Keywords Click New Keyword
  • 35.
    • To create user-defined categories, go to the All Widgets view and click “Add Widget to Catalog”
    Deploy a Widget Catalog: Create Categories (cont.) All Widgets View Click Add Widget to Catalog
  • 36.
    • Locate the Category field and click to enter categories
    Deploy a Widget Catalog: Create Categories (cont.) Type in your categories or click to launch the keyword dialog Or type in keywords here
  • 37.
    • Deploying the agent is optional
    • This agent ensures that Widget documents are properly created and populated; if a problem is found, the offending document is removed from the user views, is placed in the Administration/Document Queue, and an email is sent to the document author informing him/her of the problem
    • From the widget catalog, go to View — Agents
    Deploy a Widget Catalog: Enable ToolSweeper Agent
  • 38.
    • Select the agent
    • Click Enable
    Deploy a Widget Catalog: Enable ToolSweeper Agent (cont.) Click Enable If you are looking at the public catalog on the turtleweb site, it is not there. You have to be using your own Widget catalog on your own server.
  • 39.
    • A local copy of the catalog will be created on the user’s client system and periodically updated based on a 24-hour (default) replication schedule
    Deploy a Widget Catalog: Local Replica IMPORTANT! The catalog does not follow your replication schedule, it replicates once every 24 hours. You can change that.
  • 40. Inbox Maintenance
    • Boost the performance of your mail server
      • Control how many emails are in the $inbox folder
      • Controlled by the administration process and policies
  • 41. Out-of-Office as a Router Service
    • Badly-needed enhancement to auto response system
      • No longer controlled by the agent manager
      • Responses go immediately
      • Users can set it for hours, not minimum one day
      • Set in configuration document
  • 42. Message Recall
    • Permit users to remove messages after they have sent them
    • Enabled by default
    • Configured in configuration document and policies
    Recall a message that could ruin your career = PRICELESS!
  • 43. Summary and Demo
    • Use policies to control use of Widgets and Live Text
    • Deploy a widget catalog for maximum user productivity
  • 44. What We’ll Cover …
    • Notes 8.0.2 better business outcomes for end users
    • Domino 8.0.2 better business outcomes for admins
    • Notes 8.5 better business outcomes for end users
    • Domino 8.5 better business outcomes for admins
    • Wrap-up
  • 45. Notes 8.5 Better Business Outcomes for End Users
    • Save time
      • Focus on one federated calendar
      • Forward vCard
      • Choose from multiple email addresses
    • Save data
      • Improved import contacts
  • 46. Save Time — Federate Other Calendars into Notes Add calendars here, click to show them in the main area
  • 47. Calendar “Federated” with 3 Others Learn what colleagues are doing Entries from a teamroom calendar Track Activities To-do’s
  • 48. Federated Calendar Time Savings — Sample Data
    • Federate 3 other calendars that you check each twice a day = save 6 “calendar checks”
    • A “calendar check” = opening the calendar and navigating to the proper day/week view
    • Each calendar check = 10 sec
    • Save one minute
  • 49. Save Time — Forward vCard
  • 50. Forward vCard Time Savings
    • Prior to 8.5, Samantha had to export a contact
    • Our usability data indicates that many users FAILED to do the task in such a manner that others could import
    • Priceless?
  • 51. Save Time — Choose Which of Several Email Addresses No need to remember minute details of each email address – the addresses are grouped for you!
  • 52. Email Type-Ahead Time Savings — Sample
    • You send 30 mails a day to people who have more than 1 mail address
    • Grouping saves approximately two seconds
    • Save one minute
  • 53. Save Data — Import Contacts with Field Mapping Samantha can review each contact and reconcile any differences
  • 54. Field Mapping Data Retention — Example
    • If you import a set of contacts that had an unmapped field (e.g., “secretary phone” did not map to “AA phone” = data loss)
    • You don’t know that field was unmapped until you look for that info
    • Savings = priceless!
  • 55. Summary and Demo for Notes 8.5 client
    • Save at least 2 more minutes a day
    • PLUS 2 more priceless things!
  • 56. What We’ll Cover …
    • Notes 8.0.2 better business outcomes for end users
    • Domino 8.0.2 better business outcomes for admins
    • Notes 8.5 better business outcomes for end users
    • Domino 8.5 better business outcomes for admins
    • Wrap-up
  • 57. You Have Everything in 8.0.2 … PLUS
    • Domino Attachment and Object Service (DAOS)
    • ID Vault
    • Dynamic policies
    • Traveler enhancements
      • Remote wipe
      • Symbian support
  • 58. Right — Onto DAOS!
    • Key infrastructure factor of ND8.5.x
    • Radical change in messaging architecture design
      • IBM states you may save approximately 25% disk space
    • Think! … before you implement
      • I will get back to this bit …
    • You’re gonna love this …
  • 59. What Is DAOS?
    • Domino Attachment and Object Service
    • Attachments are removed from Domino databases
    • Stored on the File Store
      • Body holds a “ticket” referencing the database
    • Single copy stored for multiple identical attachments
      • That is, when you mail 20 people with attachment, only 1 copy of the attachment is stored
      • All mail files link to the attachment
  • 60. How Does DAOS Work?
    • DAOS Manager
      • Operates with and beneath the Domino server level
      • Requires ODS51 and transactional logging
    • NLO files
      • Format used to store all attachments in file system
      • Because storing them as normal attachments would have been a bit silly
      • Encrypted with server key
        • You can disable this
  • 61. How Does DAOS Work? (cont.)
    • Tickets
      • References in the body of documents “pointing” to the NLO files
    • DAOS Catalog
      • Database containing list of all NLOs and references
      • DAOSMgr looks this up if it needs to
      • DAOSCAT.nsf … you CANNOT open this database
  • 62. Mythbusting DAOS
    • There is NO DIFFERENCE to end-user experience
      • Even users with local replicas
    • You can have 1 server using DAOS and another server not using DAOS
      • Even in a cluster
      • Does not work with DB2-enabled databases
    • It operates underneath the Domino server layer
      • Works with transactional logging
      • At some points … even Domino doesn’t know DAOS is running!
    • Massive potential disk space savings
    • Radical rethink of your storage and backups – WARNING!
  • 63. How Much Performance Improvement Can I Get?
    • Disk space savings?
      • It depends …
    • Type of site
      • Small site (single server)
        • Massive savings
      • Large distributed team site over multiple servers
        • Less savings
    • Type of users
      • Technical users tend not to reply with attachments
      • Marketing however … ;)
        • Usually, the dumber, the better for saving space!
  • 64. User Stupidity: Space Saving
    • Detailed, scientific study taken …
  • 65. The Sweet Spot
    • The database now has “sizes”
      • Logical – the size of the database as if the attachments were in the database as normal
      • Physical – the actual physical size of the nsf
    • Quotas use the logical size!
      • Yay!
    • See for yourself
  • 66. Now … ID Vault
    • ID Vault removes the pain from
      • Password recovery
        • By allowing password resets without access to the id itself
      • Lost ids
        • By redistributing the vault copy
      • Users with multiple id copies (we know you’re out there)
        • By keeping multiple copies in sync
      • User renames
      • Reissuing the keys
        • By doing both without needing any user involvement
  • 67. Dynamic Policies
    • Policies can be tied to groups of users
    • Associated in the policy documents
    • So …
      • When you add a person to a group
      • The policy applies to them
  • 68. So …
    • It makes you happy because you can keep your environment secure and not wait on users to complete your work
    • It makes users happy because they have one sync’d id and can easily get a password reset
    • It makes audit happy because you no longer have that backup directory of id files “just in case”
  • 69. What We’ll Cover …
    • Notes 8.0.2 better business outcomes for end users
    • Domino 8.0.2 better business outcomes for admins
    • Notes 8.5 better business outcomes for end users
    • Domino 8.5 better business outcomes for admins
    • Wrap-up
  • 70. Wrap-Up: 8.0.2 Client
    • Performance keeps getting better
    • Read email faster with preview pane on right
    • Remember more of what you read
    • Manage inbox more quickly
    • Find info faster with Widgets and Live Text
    • Each user could save 18 minutes or more a day using this client!
  • 71. Wrap-Up: 8.0.2 Administration
    • Admins can control the deployment of Widgets and Live Text using policies and using a widget catalog
    • The new Out-of-Office (OOO) service stops user complaints
    • Message Recall is a lovely feature
      • Will your business permit it? Discuss!
    • Inbox maintenance helps performance
    • Lotus Traveler and iNotes UL
      • Excellent free mobile support
  • 72. Wrap-Up: 8.5 Client
    • Save time
      • Focus on one federated calendar
      • Forward vCard
      • Choose from multiple email addresses
    • Save data
      • Improved import contacts
    • Save another two minutes or more a day — for about 20 minutes of saved time compared to 7.x!
  • 73. Wrap-Up: 8.5 Administration
    • DAOS can radically change your disk space requirements
      • Consider your backup program!
    • ID Vault will drastically reduce password reset times
    • Dynamic policies permit you to deploy policies more quickly and easily
  • 74. Resources
    • Line length studies
      • David Beymer, Daniel Russell, and Peter Z Orton, “Wide vs. Narrow Paragraphs: An Eye Tracking Analysis,” Proc. Interact 2005 – International Conference on Human-Computer Interaction, Rome, September 2005.
      • Peter Orton, David Beymer, and Daniel Russell, “The Long and the Short of Learning,” Training+Development, Vol 61 No 2, 2007, pp 66-69. Training+Development magazine is published by the American Society for Training & Development (the world’s largest association dedicated to workplace learning). This paper reviews our eye tracking studies on line length and online reading.
  • 75. Resources (cont.)
    • Whitepaper on how to use a Notes Widget to deploy plug-ins
      • www­01.ibm.com/support/docview.wss?rs=899&uid=swg2130 5829
    • Mary Beth’s Notes Design Blog — follow this to impact the future of Notes!
      • www.NotesDesignBlog.com
    • Paul Mooney’s blog
      • www.pmooney.net/
  • 76. 7 Key Points to Take Home
    • Using Notes 8.0.2 could save each user 18 minutes a day managing mail
    • Using “preview on the side” can actually help you remember more of what you read!
    • Using Notes 8.5 could save each user 2 more minutes a day, plus do things (such as forward a vCard) that they could not do before
  • 77. 7 Key Points to Take Home (cont.)
    • Deploying 8.0.2 will allow you to improve Out-of-Office and other messaging features
    • 8.0.2 and 8.5 vastly improve mobile product support
    • ID Vault is an excellent support feature
    • DAOS will offer excellent value on disk space and savings, but consider your backups
  • 78. Your Turn! How to contact us: Mary Beth Raven – mraven@us.ibm.com Paul Mooney – pmooney@pmooney.net