ibm connections: mastering a rollout for up to 600 kingdomsand 12'000 users
TRANSCRIPT
IBMConnections:MasteringaRolloutforupto600kingdomsand12000UsersRobertoMazzoni,
UniversityofZurich,ITwww.zi.uzh.chSandraBühler,
Belsoft CollaborationAGwww.belsoft.ch
1#engageug
Agenda• The speakers• The University of Zurich• The collaboration stack of the University of Zurich• IBM Connections – a long, long journey (what we did
wrong and what works now)
Myoffice…asoftenasIcan
NotfarfromSandra’spreferredoffice– but..
UniversityofZurich- Introduction
UniversityofZurich– Structure• People – including guests approximately 35,000 members
• over26,000 students• 562professors• 3’237 academic personnel• 2’062 administrative personnel• approx.800privatelecturers /nominal professors• approx.2000 assistant lecturers• numerous guests
• Decentralized and self-governed – 180 self-governed units• 7faculties• approx.150institutes• about 15competence centers• numerous associated institutes
UniversityofZurich– Structure->2nd Glance• People – including guests approximately 35,000 members
• 562 professors• approx.800privatelecturers/nominalprofessors• approx.2000assistantlecturers
• Decentralized and self-governed – 180 self-governed units
• 7faculties• approx.150 institutes• numerousassociatedinstitutes
IBMCollaborationSoftware@UZH–HistoryandToday
• 2005• Theuniversity'sITstrategyretainstheevaluationofagroupwarecontaining
theusualsuspects:email,scheduling,contacts,tasks,mobilesynchronization• Optingfordocumentmanagement,synchronouscommunication,workflows• Replacingtheoldsolutionsforapprox.35,000users(emailonly,some
schedulingsolutions)
• 2007 - 2009• Opentenders• Endofevaluation,finaldecisiondonebytheuniversitymanagement• Internal“Goinglive”withITservices
• 2010• Official“Goinglive”andmigrationofthe40'000users(yes,wefoundsome
more...)
• 2011• Sametime StandardwithSametime Meetings• Connections- adoptiononlybyITdepartment
IBMNotes® @UZH– History->2nd Glance• 2008
• Endofevaluation, finaldecision donebytheuniversitymanagement
• 2009• Internal “Going live”withITservices
• 2010• Official “Going live”andmigrationofthe40'000users(yes,theyfoundsomemore...)
IBMCollaborationSoftware@UZH–HistoryandToday
• 2011• Sametime StandardwithSametimeMeetings• Connections- adoptiononlybyITdepartment
• 2013• Connectionsforprojectsandpilotgroups
• 2014• PreparingRollOutforallemployees
• 2015• StartingRollout
IBMNotes® @UZH– History->2nd Glance• Huge and successful migration to Domino/Notes in
Switzerland -> and (almost) nobody knew until November 2015 …
Facts&Figures:emailisnotdead->atall• 553’000 internal emails daily• 110’000 emails received from Internet daily
• 84’000(76%)classifiedasSPAM
• 47'000 sent to Internet daily• 140’000 email addresses registered for 46’000 persons or
functions in the Domino Directory
Facts&Figures:IBMDomino/Notes– dailyaccessbyemailclients(2016)
IMAP21%
POP3 3%
Notes11%iNotes
(17'000)57%
Traveler8%
Android 22%
iOS 73%
Other5%
TRAVELER: 3440DEVICES
IBMConnections– thenextstepincollaboration
IBMConnections– along,longjourney• 2011: IBM Connections kicks in
• LicensingsupportbyBelsoft• MissingManagementSupport• FirstrolloutwithinITService• Connections3.0
• We did wrong what can be done wrong• Nomanagementsupport• Noplanswhichcomponentshouldbeusedinwhichmanner• Nocommunitymanagerestablished
• Nevertheless: IT department employees won’t miss it after short time of usage!
• Upgradeto4.0• Asktheexperts:SimonVaughan(@SimplyS1mon)tomentiononewhoreallyhelpedtofixit
IBMConnections– along,longjourney– 2ndGlance• Combination of two no-no’s
• NomanagementsupportandnoCommunityManagers established
• The role of HR• Let’shaveaminuteofsilence…
IBMConnectionschallenges– Changethebehavioroftheusers
• It is a great platform - can be spread even if your management does not promote it
• Show the features people always missed for their work
• Itisnot“normal”toworkwithaSocialBusinessenvironment• Itisnotamatterofage!• Peoplelikeemail,theyuseditforyears• Peopleareshy(youwon’thavedigitalnativesinyouradministration)• Peoplelikefolders(!)• Peoplecan’tdistinguishbetweenprivacyandtransparency
IBMConnections– Integratetoyourenvironment• Make IBM Notes/iNotes and IBM Connections one experience
if you have Notes
• Add IBM Connections to Notes• Easiestwaytogetridofattachmentsinemails• Getyourtasksfromyouractivitiestoyourcalendar• ShowupyourcommunitycalendarinNotes• GettheprofilepicturesbacktoNotesthroughSametime
• IBM Connections Desktop Plug-in• ReplacesyourFileShareswithmuchmorebenefits(Versionsjusttomentionone)
• Yes,theOSXFinderintegrationisdifferent
IBMConnectionsapproaches– Integratepeoplewiththeirprojects
• Identify stakeholders that will help spread the word and help them with their projects
• Integrate in working environment• show advantages and simplifications in the daily work• Find teams that cross borders• Adopt communities to their needs
• UniversityManagement• UniversityCrisismanagementgroupneedstocollaboratewithallotherdepartments• Mainlibrarywantstocollaboratewithalldepartmentlibraries• Facultyprojectsneedcollaborationtools(PhysicsOlympiadwillbeholdinZurich2016)
SimplebuteffectiveFolderAccessforFiles
• University Management• GrantsaccesstostakeholderstominutesofmeetingswithConnectionFiles
• ReuseNotesGroupsforaccessmanagementusingfoldersonly• Flexibilityofdifferentaccessmodels
Bepreparedforhazards• University Crisis management group
• Scenariosincaseofhazardsreadytouse• RadiationProtection• BiologicalSafety/Security• FireSafety• ChemicalSafety• HazardousWasteManagement
• Peoplefromdifferentdepartmentsinvolvedinassociatedcommunities
• Subcommunities forhandlinghazards
Bepreparedforhazards• Content “private” only• Yes, it’s fine to keep Communities restricted
• ensurethatmembersgainconfidence• alsosocialbusinessmustbelearned• preparecontentforlaterpublicaccess
PrivateCommunities2nd Glance• Yes, it’s fine to keep “some” Communities restricted
• ensurethatmembersgainconfidence• alsosocialbusinessmustbelearned• preparecontentforlaterpublicaccess
Bepreparedforhazards• Option to join on request
• Yes, we needed this feature!
Enablecollaboration• Main Library
• 1publiclibrary(notonlyUniversityLibrary,Zentralbibliothek)• 1mainlibraryforscience• 1mainlibraryformedicine• 50librariesspreadacrossthecity• onelibrarysystemhostedbySwissFederalInstituteofTechnologyforall
Enablecollaboration• Main Library
• projecttargetedtodetermineefficientusage
• Differentcommunitieswithone“portal”community,someofthemincludingsubcommunities
• HalfdaytrainingprogramsforCommunityowner
Enablecollaboration– 2nd Glance• Main Library
• 50librariesspreadoverthecampus• Withinthe150departments,withgreatattention for560kingdoms
• Whocouldspreadthevoicebetter?
TheroleofHR– orforgettheminuteofsilence• If you want to forget your minute of silence…
• IdentifytheneedsHRhas• Findstakeholderswilling tooptimizeprocesses• Andnowthevoice isspreadover150units!• Grazie,Marco!
Rolloutfor12’000people
• Most of them will not play an active role• Prepare the rollout and spread the voice
• YES,HRcanhelp!
• Units want to use it!
Workshopforfuture“CommunityManagers”• Rollout is not a technical challenge !!!
• It’saorganisational challenge• Prepareunitstobeawareofit
• Community Manager• Thereisnotechnicalroleforit• Peopleneedtobeenabledforit
• Workshops• Yourusersknowwhattheyneed• Letthemfindoutandassistthem• ITwillbecritical:lossofcontrol
It’sopen– letitopen!• Let them use and show them all options !
• Notesintegration• Desktopplugins• MobileApps• Ifyoumissit:theywillfoundout!• Youcan’tloosecontrol– youwillneverhave!
• It’s social !• It’sopen,letitopen• Peopleneedtolearnandwilllearntohandleit• Discussconsequencesoferrors
IBMConnectionsatdailywork• my favorite
• the one that had the maximum stress for end of last year
• Members today 7000 and counting …
Thankyouforyourattention