The document summarizes findings from evaluating Helvetas' use of collaborative technologies like Donyaso. It finds that while tools are used for communication, knowledge sharing occurs in isolated "islands" with limited sharing between groups. Donyaso is underutilized and lacking in features. It recommends phasing out Donyaso and moving to a new platform, implementing quick wins like simplifying processes, and developing a 24-month roadmap to replace systems and achieve consensus on requirements.

1. Tools for collaboration in HelvetasInterim Findings March 2010 Pete Cranston

2. Menu ToR, Activities and Assumptions Perception of Helvetas Use of ICT Approaches to Knowledge and Information Usage and perceptions of Donyaso International Office Capacity Choices Option Models Integrated Loose Next Steps

3. Brief: Evaluation of Helvetas use of Collaborative Technologies “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)... not to outline application functionality ( but) to examine and analyze current uses of specific applications identify usage and functionality gaps 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.

4. Research activities to date Background documentation 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 Status and content of current reviews into PMS, Accounting and Internet/F&C systems 6 Interviews Manfred Berger, Barbara Hahn, Andreas Hekler (Controller), Walter Leissing, Stefan Stolle (Head of C&F), Riff Fullan Surveys Online: approx. 200 resp., average 105 complete International Offices ICT capacity

5. Assumptions Organisationally the coming together of Helvetas and Intercooperation is generating significant additional workload in terms of process and system harmonisation. 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: Andreas Hekler confirmed that Helvetas is likely to choose AbaProject as a replacement for the current PMS, Pacaya Helvetas will continue to use FunTrade The review of tools to support external facing web platforms is still to report 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

6. Online Survey - headlines People use ICT tools to communicate Knowledge Sharing islands of collaboration, limited inter-island traffic echoes the good practice of fundraising, “we talk, we use a commonly understood shared file system” Donyaso Most staff appreciate some functions, few are enthusiastic, some very frustrated Usage of core collaborative spaces is low, suggesting overall usage focus on PMS, personnel information and static information

7. International Offices - Googlisation Roughly equivalent to European broadband A - Bhutan, Kyrgyzstan (electr.) B – Afghanistan (VSAT), Vietnam (Hanoi + HCMC) C - Ethiopia (Addis), Benin, Tajikistan (Dushanbe), Mali, Laos All with electricity issues

8. Development NGO system choices Loose SYSTEMS Tight Complex/ Chaotic Rule Based Supporter Management NGO OPERATIONS Haiti

9. Options Invest in Donyaso Invest in integrated corporate collaborative tools Full featured Light Open Architecture

10. Donyaso – a lost opportunity Lost champion Platform limitations (not insoluble) Lack of investment in available improvements Significantly limited Notes mail implementation Low level of confidence, usage and interest Notes infrastructure under question (PMS, Accounts, external Internet/Communications environment review) Availability of quality, free/public alternatives Interest in and support for alternatives

11. The challenge of moving on from Donyaso

12. Invest in Donyaso Advantages Supplier & Helvetas Leverage existing infrastructure and staff capacity Integrated System Infinitely (though expensively) configurable Disadvantages Intricacy and complexity of the solution Need for major improvements No momentum Move to AbaProject IBM commitment Range of other packages available To date poor multimedia handling Less effective without Notes client

13. Fully featured corporate solution – Lotus Connections Advantages Integrated System Infinitely (though expensively) configurable Developing a good reputation Disadvantages Integrated system Major bespoke development Integration with current Notes environment (IDESO)

14. Fully featured corporate solution -the Microsoft family Advantages Integrated solution Low risk in terms of company and product life Modern, familiar, evolving interface Cost Disadvantages Integrated Solution (AbaProject) Tightly organised, less reputable as a CoP solution

15. Integrated solution lite – e.g. Karl Advantages Managed in-house, effective security and user management Well designed and featured collaboration package Open Source Data held in-house Disadvantages New development Small user base Multimedia content handled moderately Internet access, though wiki and blog can be updated by mail

16. Open Architecture

17. Open Architecture Advantages Best of breed in each situation Continuing development within each platform Can be loosely coupled and linked Flexible in response to complexity Attractive, modern interfaces Disadvantages Possibly multiple sign in Multiple interfaces Data held offshore Internet Access only Probably sizeable internal investment in adaptation, culture change and capacity development

18. How can ICT tools support and increase collaborative behaviour? Treat Accountability and Learning differently AbaProject, will have all the core accountability documents; mandatory, formal reviews and evaluation Learning is a social process Only conversations bridge the islands Tools to support conversations Welcome redundancy of content

19. Quick wins Simplify, simplify, simplify – processes & systems 80% of international offices to the standard of European home broadband by end 2011 Minimise documentation, archive and delete ruthlessly Invest in conferencing software Invest in Training

20. Summary of findings Donyaso should be phased out and Helvetas “future investments should consider moving to a substantially different platform“ Implement quick wins Examine alternative options in more detail Develop 24 month road map for replacement Achieve consensus on priority requirements Review solutions & prototype options Plan and implement

21. Next Steps Costing Estimates? 6 further interviews of staff identified from online survey, to help develop checklist for priority improvement Final report