Helvetas ICT Tools For Collaboration Interim Report


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Helvetas ICT Tools For Collaboration Interim Report

  1. 1. Tools for collaboration in HelvetasInterim Findings<br />March 2010<br />Pete Cranston<br />
  2. 2. Menu<br />ToR, Activities and Assumptions<br />Perception of Helvetas<br />Use of ICT<br />Approaches to Knowledge and Information<br />Usage and perceptions of Donyaso<br />International Office Capacity<br />Choices<br />Option Models<br />Integrated<br />Loose<br />Next Steps<br />
  3. 3. Brief: Evaluation of Helvetas use of Collaborative Technologies<br />“take account of current uses and functionality of the Helvetas intranet (Donyaso), as well as other collaborative technologies which are currently being used on a regular basis (ie., PBWorks, Dgroups)...<br />not to outline application functionality ( but) to <br />examine and analyze current uses of specific applications<br />identify usage and functionality gaps<br />provide input into deliberations around whether future investments would build on the existing Lotus Notes/Domino core infrastructure or consider moving to a substantially different platform. <br />
  4. 4. Research activities to date<br />Background documentation<br />including the KS strategy; ICT Board briefing presentations and papers by Riff and Manfred; PMS evaluation; single sign on proposal; interviews with three Zurich based staff; personas<br />Status and content of current reviews into PMS, Accounting and Internet/F&C systems<br />6 Interviews<br />Manfred Berger, Barbara Hahn, Andreas Hekler (Controller), Walter Leissing, Stefan Stolle (Head of C&F), Riff Fullan<br />Surveys<br />Online: approx. 200 resp., average 105 complete<br />International Offices ICT capacity<br />
  5. 5. Assumptions<br />Organisationally the coming together of Helvetas and Intercooperation is generating significant additional workload in terms of process and system harmonisation.<br />Helvetas is in the middle of a series of ICT reviews, including of the PMS, Accounting, Fund Raising, and the external-facing online presence, all of which bear on this review. As of 28/2/10: <br />Andreas Hekler confirmed that Helvetas is likely to choose AbaProject as a replacement for the current PMS, Pacaya<br />Helvetas will continue to use FunTrade <br />The review of tools to support external facing web platforms is still to report<br />developing or replacing the current toolset to support collaboration is unlikely to be a major focus until the end of 2010 at the earliest, and probably later<br />
  6. 6. Online Survey - headlines<br />People use ICT tools to communicate<br />Knowledge Sharing <br />islands of collaboration, limited inter-island traffic<br />echoes the good practice of fundraising, “we talk, we use a commonly understood shared file system”<br />Donyaso<br />Most staff appreciate some functions, few are enthusiastic, some very frustrated<br />Usage of core collaborative spaces is low, suggesting overall usage focus on PMS, personnel information and static information<br />
  7. 7. International Offices - Googlisation<br />Roughly equivalent to European broadband<br />A - Bhutan, Kyrgyzstan (electr.)<br />B – Afghanistan (VSAT), Vietnam (Hanoi + HCMC)<br />C - Ethiopia (Addis), Benin, Tajikistan (Dushanbe), Mali, Laos<br />All with electricity issues<br />
  8. 8. Development NGO system choices<br />Loose<br />SYSTEMS<br />Tight<br />Complex/<br />Chaotic<br />Rule Based<br />Supporter<br />Management<br />NGO OPERATIONS<br />Haiti<br />
  9. 9. Options<br />Invest in Donyaso<br />Invest in integrated corporate collaborative tools<br />Full featured<br />Light<br />Open Architecture<br />
  10. 10. Donyaso – a lost opportunity<br />Lost champion<br />Platform limitations (not insoluble)<br />Lack of investment in available improvements<br />Significantly limited Notes mail implementation<br />Low level of confidence, usage and interest<br />Notes infrastructure under question (PMS, Accounts, external Internet/Communications environment review) <br />Availability of quality, free/public alternatives<br />Interest in and support for alternatives<br />
  11. 11. The challenge of moving on from Donyaso<br />
  12. 12. Invest in Donyaso<br />Advantages<br />Supplier & Helvetas<br />Leverage existing infrastructure and staff capacity<br />Integrated System<br />Infinitely (though expensively) configurable<br />Disadvantages<br />Intricacy and complexity of the solution<br />Need for major improvements<br />No momentum<br />Move to AbaProject<br />IBM commitment<br />Range of other packages available<br />To date poor multimedia handling<br />Less effective without Notes client <br />
  13. 13. Fully featured corporate solution – Lotus Connections<br />Advantages<br />Integrated System<br />Infinitely (though expensively) configurable<br />Developing a good reputation <br />Disadvantages<br />Integrated system<br />Major bespoke development<br />Integration with current Notes environment (IDESO)<br />
  14. 14. Fully featured corporate solution -the Microsoft family<br />Advantages<br />Integrated solution<br />Low risk in terms of company and product life<br />Modern, familiar, evolving interface<br />Cost<br />Disadvantages<br />Integrated Solution (AbaProject)<br />Tightly organised, less reputable as a CoP solution<br />
  15. 15. Integrated solution lite – e.g. Karl<br />Advantages<br />Managed in-house, effective security and user management<br />Well designed and featured collaboration package<br />Open Source<br />Data held in-house<br />Disadvantages<br />New development<br />Small user base <br />Multimedia content handled moderately<br />Internet access, though wiki and blog can be updated by mail<br />
  16. 16. Open Architecture<br />
  17. 17. Open Architecture<br />Advantages<br />Best of breed in each situation <br />Continuing development within each platform<br />Can be loosely coupled and linked<br />Flexible in response to complexity<br />Attractive, modern interfaces<br />Disadvantages<br />Possibly multiple sign in<br />Multiple interfaces<br />Data held offshore<br />Internet Access only<br />Probably sizeable internal investment in adaptation, culture change and capacity development<br />
  18. 18. How can ICT tools support and increase collaborative behaviour?<br />Treat Accountability and Learning differently<br />AbaProject, will have all the core accountability documents; mandatory, formal reviews and evaluation<br />Learning is a social process<br />Only conversations bridge the islands<br />Tools to support conversations<br />Welcome redundancy of content<br />
  19. 19. Quick wins<br />Simplify, simplify, simplify – processes & systems<br />80% of international offices to the standard of European home broadband by end 2011<br />Minimise documentation, archive and delete ruthlessly<br />Invest in conferencing software<br />Invest in Training<br />
  20. 20. Summary of findings<br />Donyaso should be phased out and Helvetas “future investments should consider moving to a substantially different platform“<br />Implement quick wins<br />Examine alternative options in more detail<br />Develop 24 month road map for replacement<br />Achieve consensus on priority requirements<br />Review solutions & prototype options<br />Plan and implement<br />
  21. 21. Next Steps<br />Costing Estimates?<br />6 further interviews of staff identified from online survey, to help develop checklist for priority improvement<br />Final report<br />