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Lotus collaboration study Le Thanh Quang – CT
Goals ,[object Object],[object Object],[object Object]
A story Raw engineering ,[object Object],[object Object],[object Object],Business need requires a collaborative project management solution for its application development projects Solution Zoho Projects Results “…  to help improve our company and improve our project management overall …”
A story City of Forest Park Police Services Department ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Collaborative software
Collaborative software – What? Collaborative software, also known as groupware, is the term used to describe a range of software applications designed to allow multiple users to collaborate on related tasks on either local or remote servers .
Collaborative software – What? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Collaborative software – Benefits Scheduling Document management Savings Ease of  Use
Lotus Suite
Lotus history ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
LotusLive ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
LotusLive - Communities ,[object Object],[object Object],[object Object],[object Object],[object Object],What is its counterpart in eXo products?
LotusLive – Communities
Lotus collaboration - Activities ,[object Object],[object Object],[object Object],[object Object],[object Object],What is its counterpart in eXo products?
Lotus collaboration - Activities ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Lotus collaboration – Events ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],What is its counterpart in eXo products?
Lotus collaboration – Events
Lotus collaboration – Files ,[object Object],[object Object],[object Object],What is its counterpart in eXo products?
Lotus collaboration – Integrated Apps
Q & A
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Lotus collaboration software demo and discussion

Editor's Notes

  1. Overview Raw engineering specializes in web and mobile application development, serving its clients with offices in San Francisco and in Mumbai, Maharashtra, India. The 35-person company is on a mission to solve the toughest web architecture and integration challenges. To that end, raw engineering has built its core development expertise in .NET, Java, PHP, Ruby on Rails, Mobile and related Web 2.0 and rich Internet application technologies. The company has built its reputation with highly qualified engineers, competitive rates and technical integrity. Business need Raw engineering requires a collaborative project management solution for its application development projects. Up to 30 users working on 10 projects must be able to track bugs and quality assurance, among other tasks. In addition to a rich feature set, raw engineering developers want an application that is easy to use and integrates with third-party applications. “We tried a lot of different applications before Zoho Projects. Applications like Unfuddle, Assembla and Basecamp were just harder to use and didn’t have all the features Zoho offered,” said Nishant Patel, CEO and founder of raw engineering. “Zoho Projects is the right fit. And the integration with Gmail – which lets us create bug entries directly from Gmail – was a big feature that sold the team. That integration helps keep the whole team organized and in sync.” Solution While raw engineering developers immediately recognized the value of the bug tracking, tasks, milestones, support, chat, and other Zoho Project features, the project wiki turned out to be an unexpected bonus. Company developers use the project wiki to maintain an internal knowledge base and to share documentation with clients. Questions and answers from the raw engineering user forums are also brought back into the wiki. “Other products are good in specific areas, but they didn’t integrate as well with third-party apps like Gmail,” said Patel. “And they weren’t providing us with an end-to-end solution. From an admin perspective, it created a nightmare that had us managing three or four different web apps. Zoho Projects brought it all together for us in onesolution that’s really simple, fast, and responsive – easy to use and easy to administer.” As a web application development shop, raw engineering almost exclusively uses web-based products and has used Zoho applications prior to Zoho Projects. Starting about five years ago, raw engineering users began adopting Zoho online applications, starting with productivity applications such as Zoho Writer, Zoho Sheet, and Zoho Show.
  2. Overview The City of Forest Park Police Services Department works to deliver responsive law enforcement services to all citizens of the Georgia city. Ensuring effective communications among officers and community members is essential for keeping people safe and enhancing the quality of life. Business need: For several years, the City of Forest Park Police Services Department has relied on e-mail to communicate and share information among department members. But as the size and number of e-mail attachments grew, the department began to run out of storage space. While the department considered purchasing a storage area network (SAN), the estimated cost of US$24,000 more than exceeded the department’s budget. The police department needed to find a more cost-effective solution for its capacity issues. Solution: The police department worked with ltechnology partner Simplified Technology Solutions (STS) to find and implement a solution that would enable the department to continue to expand its use of e-mail without a tremendous expenditure. STS functions as the police department’s IT group. With help from STS, the police department implemented a full array of IBM Lotus software, including an upgrade to IBM Lotus Notes V8.5, Lotus Quickr and Lotus Sametime. Benefits: Reduced existing storage capacity by 77 percent by eliminating duplicate documents; Avoided the costs of implementing a large storage system; Provided room for continued growth and facilitated the expanded use of technology for communicating among department and community members; Lotus Protector for Mail Security improves blocking of spam without “false positives” that block legitimate e-mail
  3. Groupware can be divided into three categories depending on the level of collaboration Communication can be thought of as unstructured interchange of information. A phone call or an IM Chat discussion are examples of this. Conferencing (or collaboration level, as it is called in the academic papers that discuss these levels) refers to interactive work toward a shared goal. Brainstorming or voting are examples of this. Co-ordination refers to complex interdependent work toward a shared goal. A good metaphor for understanding this is to think about a sports team; everyone has to contribute the right play at the right time as well as adjust their play to the unfolding situation - but everyone is doing something different - in order for the team to win. That is complex interdependent work toward a shared goal: collaborative management. Electronic communication tools Electronic communication tools send messages, files, data, or documents between people and hence facilitate the sharing of information. Examples include: e-mail, faxing, voice mail, Wikis, Web publishing, revision control Electronic conferencing tools Electronic conferencing tools facilitate the sharing of information, but in a more interactive way. Examples include: Internet forums (also known as message boards or discussion boards) — a virtual discussion platform to facilitate and manage online text messages Online chat — a virtual discussion platform to facilitate and manage real-time text messages Instant Messaging Telephony — telephones allow users to interact Videoconferencing — networked PCs share video and audio signals Data conferencing — networked PCs share a common whiteboard that each user can modify Application sharing — users can access a shared document or application from their respective computers simultaneously in real time Electronic meeting systems (EMS) — originally these were described as "electronic meeting systems," and they were built into meeting rooms. These special purpose rooms usually contained video projectors interlinked with numerous PCs; however, electronic meeting systems have evolved into web-based, any time, any place systems that will accommodate "distributed" meeting participants who may be dispersed in several locations. Collaborative management (coordination) tools Collaborative management tools facilitate and manage group activities. Examples include: electronic calendars (also called time management software) — schedule events and automatically notify and remind group members project management systems — schedule, track, and chart the steps in a project as it is being completed online proofing — share, review, approve, and reject web proofs, artwork, photos, or videos between designers, customers, and clients. workflow systems — collaborative management of tasks and documents within a knowledge-based business process knowledge management systems — collect, organize, manage, and share various forms of information enterprise bookmarking — collaborative bookmarking engine to tag, organize, share, and search enterprise data prediction markets — let a group of people predict together the outcome of future events extranet systems (sometimes also known as 'project extranets') — collect, organize, manage and share information associated with the delivery of a project (e.g.: the construction of a building) social software systems — organize social relations of groups online spreadsheets — collaborate and share structured data and information
  4. Team scheduling Using collaboration tools, all team members schedules and to-do lists can be viewed either by everyone in the group or by the group leader. According to taskmanagementsoft.com, this allows scheduling to become more convenient. No longer does the team leader have to call team members and ask when they are available for team meetings. He can simply view this information and schedule the meeting, and add it to each member's calendar. Team members can respond using the collaboration software, so all team members know who will be able to attend the meeting. Document management Instead of having to search through a file cabinet or a team member's network folder on a shared drive, all documents can be stored in a central location. By using collaboration software, according to taskmanagementsoft.com, multiple team members can work on the same document at the same time. Changes made to the document can be tracked using collaboration software. This keeps everyone on the team accountable for the changes made. By having all the documents in the same place, team members in different time zones or countries can work on files and leave notes for others who work on the document next. Savings on Company Expenses Companies can save money by using collaboration tools, according to inforouter.com. No longer does the company have to pay for video conferencing equipment or travel expenses, when everyone on the team can be on the phone and review the documents at the same time. Using the collaboration software to save documents allows the company to save money on shipping and faxing expenses. Copies requiring approval by multiple individuals no longer have to be faxed or emailed; instead, each authorizing individual can review the document in the collaboration software and sign off on it using the software. Ease of Use Training to use collaboration software is minimal. According to information-age.com, the software displays files in a way similar to employee's individual computers. There are folders that display schedules, shared documents and interactive features, such as polls and discussion groups. Set up involves installing the program and answering a few questions before the installation configures the software to work using your company's networking capabilities.
  5. LotusLive is a suite of business networking and collaboration cloud-based services hosted by the Lotus Software division of IBM. The integrated services include social networking for businesses, online meetings, file sharing, instant message, data visualization and e-mail. There are several LotusLive offerings: LotusLive Connections provides an integrated set of collaboration tools for business networking, instant messaging, sharing files, managing collaborative tasks called "Activities," visualizing data, and sending out surveys. LotusLive Meetings is a full-featured, web-based online meeting service, formerly known as Lotus Sametime Unyte Meeting. LotusLive Engage combines the functionality of LotusLive Connections and LotusLive Meetings. It was code-named "Bluehouse" and was first announced at Lotusphere in January 2008.[1][2][3] LotusLive Events adds event management (such as automatic e-mail announcements and event rehearsal) to LotusLive Meetings. This service was formerly known as Lotus Sametime Unyte Events. LotusLive Notes is a service where a customer uses its installation of Lotus Notes to access an installation of the Lotus Domino e-mail and calendar server that is hosted and managed by IBM Lotus. It is a renaming of Lotus Notes Hosted Messaging. LotusLive iNotes is a web-based e-mail and calendar service. It uses the messaging assets that IBM acquired from Outblaze, a Hong Kong-based online application service provider. [4][5]LotusLive also provides mechanisms for third-party applications to integrate with LotusLive. IBM has announced integration with Skype, LinkedIn, Salesforce.com, UPS, and Silanis.
  6. A community can include widgets: Files management, Forums, Activities and Bookmark. Lets take a short tour to understand this feature.
  7. An activity entry is a unit of content that you add to an activity. The types of content that you can add include text, files, and bookmarks. You can also add to-do entries and custom entry types that you define. Each entry includes a title and some type of content. You can also add an optional text description and tags to an entry. The description text and tags can be searched to help you find the entry later. By default, entries in an activity are shared with all members of the activity. You can hide an entry from other members by marking it private. * You can add a formatted text message, one or more links to files stored in LotusLive™ files, one or more file attachments, and one or more bookmarks which reference web pages. You can also add one or more custom fields to the entry to create name, text, and date fields. After adding links, attachments, bookmarks, and new fields, you can change the field labels to reflect the information that is being provided in the fields, file attachments, and bookmarks. * A to-do entry that you author within an activity. You can include a due date and assign the entry to a specific member of the activity. When the task is completed, you can select the to-do item check box to mark it completed. Like a standard entry, you can add one or more links to files stored in LotusLive Files, one or more file attachments and one or more bookmarks which reference web pages to a to-do item. You can also add one or more custom fields to the to-do item to create name, text, and date fields. After adding links, attachments, bookmarks, and new fields, you can change the field labels. CommentTo add a quick comment to an activity, create a standard entry and add the comment to the Title field. You can also add a comment as a response to another entry. When creating a comment as a response to an entry, you can add one or more links to files stored in LotusLive Files, one or more file attachments, and one or more bookmarks, but you cannot add custom fields. Custom An entry created from an entry template. An entry template is a prototype of an entry. If you create an entry that you want to reuse, you can save it as an entry template, and use the template the next time you create an entry. For example, if you are using an activity to collect team member status reports, you can create a standard entry, and add new fields to it to collect team member names, status report dates, and other information. You can then save that standard entry as a new entry template named Status Report. After it is saved, when you and other activity members create an entry to capture status information, you can choose the entry template named Status Report from the list of entry types to create. Custom entries can be created and reused within one activity only. Lets take a tour to discover this feature
  8. LotusLive Events is an online event management service. In addition to the full-featured Web conferencing service of LotusLive Meetings, you get all the tools you need to manage registration, host your event and follow up with post event analysis. Every aspect of your online event is in one place - and easy to use. Automated scheduled email announcements Registration management Event rehearsal Event summary and history Ability to export registration information for future events Post meeting management
  9. Lets take a short tour.
  10. Watch demo to understand this