This document summarizes a presentation about collaboration tools available through IBBT. It includes five speakers who will discuss what tools are currently available, usage statistics, preliminary results from a project called iCocoon, tips for coding together, and best practices for collaboration. The presentation focuses on the extranet website MyBBT which provides tools like wikis, document libraries, calendars, discussion boards, and video/phone conferencing. While many tools are offered, some like collaborative writing and task management are not provided yet. The presentation aims to explain what is offered and get input on how IBBT can better support collaboration.

1. Breakout
Collaboration tools
WeBBT 2011, May 3
Welcome and Check-In

2. About this breakout
• Five speakers:
• What do we have? (Matthias Priem, IBBT)
• Facts & Figures (Peter Mechant, MICT)
• iCocoon preliminary results (Kris Naessens, )
• Coding together (Camille Reynders, ilab.o)
• Do’s and Don’t’s (Piet Verhoeve, Televic)
• And you…
• All though we have asked you many things many times
• Please ask questions during panel discussion

3. About me
• Matthias Priem
• Responsible for all things ICT at IBBT
• Also collaboration offering
• MyBBT, ERP
• Video & Phone conferencing
• More to come…
• About this presentation:
• What we offer (or do not offer)
• Try to touch some of the stuff that was entered at
registration time.

4. “Setting up environments that
allow you to collaborate as
efficiently as possible”

5. “Setting up environments that
allow you to collaborate as
efficiently as possible”
• What we can do
• Listen as much as possible
• Answer as much as possible (not necessarily a yes)
• Implement as fast as possible
• Interface with your existing tools (mail, calendar)

6. “Setting up environments that
What you can do
allow you to collaborate as
efficiently as possible”
 Tools are certainly not everything.
We can build you a tank, but you
still need to drive it (or hop on).
 Requires a bit of discipline
 The importance of leadership in
projects

7. Tools available – www.mybbt.be
+ EXTRANET
Home for all IBBT related projects
Focus on ICON, open for any
-
One stop shop for IBBT related stuff

8. Tools available – www.mybbt.be
WIKI ideal for:
Short Documents (1/2 pages)
Quickly available
Quickly editable
Use case:
Documentation
Meeting notes

9. Tools available – www.mybbt.be
Document Library
Longer, official documents
Version-able (but..)
Online preview
Workflow possible:
- comments
- send to people (or ERP, IWT)
- advanced user rights
Use case:
Deliverables
Online fileserver++

10. Tools available – www.mybbt.be
Calendar
- Supports invites for meetings with follow-up
- You can export this calendar view to iCal or Outlook 2010.
- In beta: Doodle support
- Coming up: support for Google calendar
- Coming up? ‘real’ meeting invites.

11. Tools available – www.mybbt.be
Discussion board – aka mailing lists
-Access control
- Mailing list per project
- Mailing list per WP
- Mail via mail client or via web.
-… no attachments though…

12. Tools available – www.mybbt.be
See who your colleagues are here.
Site managers also invite or change user’s roles here.

13. Tools available – www.mybbt.be
There’s more…
- BLOG per project
- Link module for bookmark sharing
- and please check out the documentation on extranet!

14. About listening

15. Roadmap MyBBT
• Scheduled to release (pre-summer holiday):
• Doodle functionality (finally)
• Mailing list improvements
• Better external calendar support
• After the summer
• Optimalisation of all existing features
• Large upgrade (alfresco 3.4)
• New registration framework
• Project dissimination
• Publish documents on www.ibbt.be
• Publish on any site via API

16. 7 access point available.
Video conferencing - Reservation via helpdesk@ibbt.be
- Great for meetings with people
that you see frequently, or know
already i.e. follow-up.
- Usability issues are there
-Do yourself a favor and come a
little bit earlier….
- Where’s kortrijk?

17. Phone conferencing
Anyone can be an organiser
- We use arkadin services
- Billable to project or research group
- Easy to use, good support
- contact helpdesk@ibbt.be for accounts.
- Pay as you use

18. There’s more
• ERP
• Financial project data
• Administrative data
• Lending service
• Short term lending of equipment or material
• LCD Screens for events, laptops, etc..
• Via helpdesk@ibbt.be
• And many more.
• …

19. What we do not do (yet)

20. Collaborative writing…(yet)
What we do not do

21. Task Management dofollow up
What we do not & (yet)

22. Project we do not do (yet)
What Planning

23. And many more… do (yet)
What we do not

24. Lawyers are different business model
What we do not do (yet)

25. What we do not do (yet)
Thanks & questions.