Toolbox Collaboration Setup For Research Ppt Final

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Toolbox Collaboration Setup For Research Ppt Final

  1. 1. Collaboration Setup for Research CoCoNut and MyBBT FITT (Fostering Interregional Exchange in ICT Technology Transfer) www.FITT-for-Innovation.eu
  2. 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. 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. 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. 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. 6. Step 1: Present state analysis - results 6 | 04.01.2010 Collaboration Setup for Research
  7. 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. 8. Step 2: Conceptual Modelling 8 | 04.01.2010 Collaboration Setup for Research
  9. 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. 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. 11. MyBBT? Please join us! 11 | 04.01.2010 Collaboration Setup for Research
  12. 12. 12 | 04.01.2010 Collaboration Setup for Research 12
  13. 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. 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. 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. 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. 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. 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. 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. 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. 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

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