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IBM	Connections:	Mastering	a	
Rollout	for	up	to	600	
kingdoms	and	12	000	Users
Roberto	Mazzoni,	
University	of	Zurich,	IT	...
Agenda
• The speakers
• The University of Zurich
• The collaboration stack of the University of Zurich
• IBM Connections –...
Sandra	Bühler - Introduction
sandra.buehler@belsoft.ch
@SandraCH
https://www.linkedin.com/in/sandrabuehler
My	office…	
as	often	as	I	can
Roberto	Mazzoni - Introduction
roberto.mazzoni@uzh.ch
@davoser
https://www.linkedin.com/in/robertomazzoni
Not	far	from	Sandra’s
preferred	office	– but	..
University	of	Zurich	- Introduction
University	of	Zurich	– Structure
• People – including guests approximately 35,000 members
• over	26,000	 students
• 562	pr...
University	of	Zurich	– Structure	->	2nd Glance
• People – including guests approximately 35,000 members
• 562 professors
•...
IBM	Collaboration	Software	@	UZH	–
History	and	Today
• 2005
• The	university's	IT	strategy	retains	the	evaluation	of	a	gro...
IBM	Notes® @	UZH	– History	->	2nd Glance
• 2008
• End	of	evaluation,	final	decision	 done	by	the	university	management	
• ...
IBM	Collaboration	Software	@	UZH	–
History	and	Today
• 2011
• Sametime Standard	with	Sametime Meetings
• Connections	- ado...
IBM	Notes® @	UZH	– History	->	2nd Glance
• Huge and successful migration to Domino/Notes in
Switzerland -> and (almost) no...
Facts	&	Figures:	email	is	not	dead	->	at	all
• 553’000 internal emails daily
• 110’000 emails received from Internet daily...
Facts	&	Figures:	IBM	Domino/Notes	– daily	
access	by	email	clients		(2016)
IMAP
21%
POP3 3%
Notes
11%iNotes
(17'000)	57%
T...
IBM	Connections	– the	next	step	in	
collaboration
IBM	Connections	– a	long,	long	journey
• 2011: IBM Connections kicks in
• Licensing	support	by	Belsoft
• Missing	Managemen...
IBM	Connections	– a	long,	long	journey	– 2nd
Glance
• Combination of two no-no’s
• No	management	support	and	no	Community	...
IBM	Connections	challenges	– Change	the	
behavior	of	the	users
• It is a great platform - can be spread even if
your manag...
IBM	Connections	– Integrate	to	your	
environment
• Make IBM Notes/iNotes and IBM Connections one experience
if you have No...
IBM	Connections	approaches	– Integrate	
people	with	their	projects
• Identify stakeholders that will help spread the word
...
Simple	but	effective
Folder	Access	for	Files
• University Management
• Grants	access	to	stakeholders	to	minutes	of	meeting...
Be	prepared	for	hazards
• University Crisis management group
• Scenarios	in	case	of	hazards	ready	to	use
• Radiation	Prote...
Be	prepared	for	hazards
• Content “private” only
• Yes, it’s fine to keep Communities restricted
• ensure	that	members	gai...
Private	Communities	2nd Glance
• Yes, it’s fine to keep “some” Communities restricted
• ensure	that	members	gain	confidenc...
Be	prepared	for	hazards
• Option to join on request
• Yes, we needed this feature!
Enable	collaboration
• Main Library
• 1	public	library	(not	only	University	Library,	Zentralbibliothek)
• 1	main	library	f...
Enable	collaboration
• Main Library
• project	targeted	to	determine	
efficient	usage
• Different	communities	with	one	
“po...
Enable	collaboration	– 2nd Glance
• Main Library
• 50	libraries	spread	over	the	campus
• Within	the	150	departments,	with	...
The	role	of	HR	– or	forget	the	minute	of	silence
• If you want to forget your minute of silence…
• Identify	the	needs	HR	h...
Rollout	for	12’000	people
• Most of them will not play an active role
• Prepare the rollout and spread the voice
• YES,	HR...
Workshop	for	future	“Community	Managers”
• Rollout is not a technical challenge !!!
• It’s	a	organisationalchallenge
• Pre...
It’s	open	– let	it	open	!
• Let them use and show them all options !
• Notes	integration
• Desktop	plugins
• Mobile	Apps
•...
IBM	Connections	at	daily	work
• my favorite
• the one that had the maximum
stress for end of last year
• Members today 700...
Thank	you	for	your	attention
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IBM Connections: Mastering a Rollout for up to 600 kingdoms and 12'000 Users

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IBM Connections: Mastering a Rollout for up to 600 kingdoms and 12'000 Users - Roberto Mazzoni, University of Zurich and Sandra Bühler, Belsoft Collaboration @ Engage

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IBM Connections: Mastering a Rollout for up to 600 kingdoms and 12'000 Users

  1. 1. IBM Connections: Mastering a Rollout for up to 600 kingdoms and 12 000 Users Roberto Mazzoni, University of Zurich, IT www.zi.uzh.ch Sandra Bühler, Belsoft Collaboration AG www.belsoft.ch 1#engageug
  2. 2. Agenda • The speakers • The University of Zurich • The collaboration stack of the University of Zurich • IBM Connections – a long, long journey (what we did wrong and what works now)
  3. 3. Sandra Bühler - Introduction sandra.buehler@belsoft.ch @SandraCH https://www.linkedin.com/in/sandrabuehler
  4. 4. My office… as often as I can
  5. 5. Roberto Mazzoni - Introduction roberto.mazzoni@uzh.ch @davoser https://www.linkedin.com/in/robertomazzoni
  6. 6. Not far from Sandra’s preferred office – but ..
  7. 7. University of Zurich - Introduction
  8. 8. University of Zurich – Structure • People – including guests approximately 35,000 members • over 26,000 students • 562 professors • 3’237 academic personnel • 2’062 administrative personnel • approx. 800 private lecturers / nominal professors • approx. 2000 assistant lecturers • numerous guests • Decentralized and self-governed – 180 self-governed units • 7 faculties • approx. 150 institutes • about 15 competence centers • numerous associated institutes
  9. 9. University of Zurich – Structure -> 2nd Glance • People – including guests approximately 35,000 members • 562 professors • approx. 800 private lecturers / nominal professors • approx. 2000 assistant lecturers • Decentralized and self-governed – 180 self-governed units • 7 faculties • approx. 150 institutes • numerous associated institutes
  10. 10. IBM Collaboration Software @ UZH – History and Today • 2005 • The university's IT strategy retains the evaluation of a groupware containing the usual suspects: email, scheduling, contacts, tasks, mobile synchronization • Opting for document management, synchronous communication, workflows • Replacing the old solutions for approx. 35,000 users (email only, some scheduling solutions) • 2007 - 2009 • Open tenders • End of evaluation, final decision done by the university management • Internal “Going live” with IT services • 2010 • Official “Going live” and migration of the 40'000 users (yes, we found some more...) • 2011 • Sametime Standard with Sametime Meetings • Connections - adoption only by IT department
  11. 11. IBM Notes® @ UZH – History -> 2nd Glance • 2008 • End of evaluation, final decision done by the university management • 2009 • Internal “Going live” with IT services • 2010 • Official “Going live” and migration of the 40'000 users (yes, they found some more...)
  12. 12. IBM Collaboration Software @ UZH – History and Today • 2011 • Sametime Standard with Sametime Meetings • Connections - adoption only by IT department • 2013 • Connections for projects and pilot groups • 2014 • Preparing Roll Out for all employees • 2015 • Starting Roll out
  13. 13. IBM Notes® @ UZH – History -> 2nd Glance • Huge and successful migration to Domino/Notes in Switzerland -> and (almost) nobody knew until November 2015 …
  14. 14. Facts & Figures: email is not dead -> at all • 553’000 internal emails daily • 110’000 emails received from Internet daily • 84’000 (76 %) classified as SPAM • 47'000 sent to Internet daily • 140’000 email addresses registered for 46’000 persons or functions in the Domino Directory
  15. 15. Facts & Figures: IBM Domino/Notes – daily access by email clients (2016) IMAP 21% POP3 3% Notes 11%iNotes (17'000) 57% Traveler 8% Android 22% iOS 73% Other 5% TRAVELER: 3440 DEVICES
  16. 16. IBM Connections – the next step in collaboration
  17. 17. IBM Connections – a long, long journey • 2011: IBM Connections kicks in • Licensing support by Belsoft • Missing Management Support • First rollout within IT Service • Connections 3.0 • We did wrong what can be done wrong • No management support • No plans which component should be used in which manner • No community manager established • Nevertheless: IT department employees won’t miss it after short time of usage! • Upgrade to 4.0 • Ask the experts: Simon Vaughan (@SimplyS1mon) to mention one who really helped to fix it
  18. 18. IBM Connections – a long, long journey – 2nd Glance • Combination of two no-no’s • No management support and no Community Managers established • The role of HR • Let’s have a minute of silence…
  19. 19. IBM Connections challenges – Change the behavior of the users • It is a great platform - can be spread even if your management does not promote it • Show the features people always missed for their work • It is not “normal” to work with a Social Business environment • It is not a matter of age ! • People like email, they used it for years • People are shy (you won’t have digital natives in your administration) • People like folders (!) • People can’t distinguish between privacy and transparency
  20. 20. IBM Connections – Integrate to your environment • Make IBM Notes/iNotes and IBM Connections one experience if you have Notes • Add IBM Connections to Notes • Easiest way to get rid of attachments in emails • Get your tasks from your activities to your calendar • Show up your community calendar in Notes • Get the profile pictures back to Notes through Sametime • IBM Connections Desktop Plug-in • Replaces your File Shares with much more benefits (Versions just to mention one) • Yes, the OS X Finder integration is different
  21. 21. IBM Connections approaches – Integrate people with their projects • Identify stakeholders that will help spread the word and help them with their projects • Integrate in working environment • show advantages and simplifications in the daily work • Find teams that cross borders • Adopt communities to their needs • University Management • University Crisis management group needs to collaborate with all other departments • Main library wants to collaborate with all department libraries • Faculty projects need collaboration tools (Physics Olympiad will be hold in Zurich 2016)
  22. 22. Simple but effective Folder Access for Files • University Management • Grants access to stakeholders to minutes of meetings with Connection Files • Reuse Notes Groups for access management using folders only • Flexibility of different access models
  23. 23. Be prepared for hazards • University Crisis management group • Scenarios in case of hazards ready to use • Radiation Protection • Biological Safety/Security • Fire Safety • Chemical Safety • Hazardous Waste Management • People from different departments involved in associated communities • Subcommunitiesfor handling hazards
  24. 24. Be prepared for hazards • Content “private” only • Yes, it’s fine to keep Communities restricted • ensure that members gain confidence • also social business must be learned • prepare content for later public access
  25. 25. Private Communities 2nd Glance • Yes, it’s fine to keep “some” Communities restricted • ensure that members gain confidence • also social business must be learned • prepare content for later public access
  26. 26. Be prepared for hazards • Option to join on request • Yes, we needed this feature!
  27. 27. Enable collaboration • Main Library • 1 public library (not only University Library, Zentralbibliothek) • 1 main library for science • 1 main library for medicine • 50 libraries spread across the city • one library system hosted by Swiss Federal Institute of Technology for all
  28. 28. Enable collaboration • Main Library • project targeted to determine efficient usage • Different communities with one “portal” community, some of them including subcommunities • Half day training programs for Community owner
  29. 29. Enable collaboration – 2nd Glance • Main Library • 50 libraries spread over the campus • Within the 150 departments, with great attention for 560 kingdoms • Who could spread the voice better ?
  30. 30. The role of HR – or forget the minute of silence • If you want to forget your minute of silence… • Identify the needs HR has • Find stakeholders willing to optimize processes • And now the voice is spread over 150 units! • Grazie, Marco!
  31. 31. Rollout for 12’000 people • Most of them will not play an active role • Prepare the rollout and spread the voice • YES, HR can help! • Units want to use it!
  32. 32. Workshop for future “Community Managers” • Rollout is not a technical challenge !!! • It’s a organisationalchallenge • Prepare units to be aware of it • Community Manager • There is no technical role for it • People need to be enabled for it • Workshops • Your users know what they need • Let them find out and assist them • IT will be critical: loss of control
  33. 33. It’s open – let it open ! • Let them use and show them all options ! • Notes integration • Desktop plugins • Mobile Apps • If you miss it: they will found out! • You can’t loose control – you will never have! • It’s social ! • It’s open, let it open • People need to learn and will learn to handle it • Discuss consequences of errors
  34. 34. IBM Connections at daily work • my favorite • the one that had the maximum stress for end of last year • Members today 7000 and counting …
  35. 35. Thank you for your attention

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