UniversityofZurichReadytoshareknowledge(studentswelcome)withIBMConnectionsRobertoMazzoni,UniversityofZurich,IT
www.zi.uzh.chSandraBühler,Belsoft CollaborationAG
belsoft-collaboration.ch
Agenda• The speakers• The University of Zurich• The collaboration stack of the University of Zurich• IBM Connections
• along,longjourney• whatwedidwrongandwhatworksnow• Howstudentswillbeembraced
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Myoffice…asoftenasIcan
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RobertoMazzoni - Introduction
@davoser
https://www.linkedin.com/in/robertomazzoni
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NotfarfromSandra’s preferredoffice….
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UniversityofZurich- Introduction
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TheUniversityof Zurich in100seconds
http://t.uzh.ch/100s 8
UniversityofZurich– Top100
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UniversityofZurich– Structure• People – including guests approximately 40,000 members
• 652professors• 5’524academicpersonnel• 2805administrativepersonnel• 4870privatelecturers/nominalprofessors/assistantlecturers
• Decentralized and self-governed – 180 self-governed units
• 7faculties• 130 institutes• numerousassociatedinstitutes
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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
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IBMNotes® @UZH– History– Opentender• 2008
• Opentender• Endofevaluation,finaldecisiondonebytheuniversitymanagement
• 2009• Internal“Goinglive”withITservices
• 2010• Official“Goinglive”andmigrationofthe40'000users(yes,theyfoundsomemore...)
• 2017• Whatwouldbetheresult?• Whoisofferingthesolutiononpremises?
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IBMCollaborationSoftware@UZH–HistoryandToday
• 2011• Sametime StandardwithSametime Meetings• Connections- adoptiononlybyITdepartment
• 2013• Connectionsforprojectsandpilotgroups
• 2014• PreparingRollOutforallemployees
• 2015• StartingRollout
• 2016• RolledOutforallemployees
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Facts&Figures:emailisnotdead->atall
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Facts&Figures:emailisnotdead->atall• 540’000 internal emails daily• 335’000 emails received from Internet daily
• 248’000(74%)classifiedasSPAM
• 58'000 sent to Internet daily• 131’000 email addresses registered for 49’000 persons or
functions in the Domino Directory• E-Mail Quota: 20 GB, also for students
With20GBquota (andadditional20GBperpersonfreelydistributablewithinyourorganization),theUZHoffersmoreemailstoragethanmostbigprovidersdo.Thatwasunthinkableafewyearsagoandisstillnotachievedinmanycompanies.
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Facts&Figures:IBMDomino/Notes– dailyaccessbyemailclients
2014 2016 20172013
iOS
74%
Android23%
Windows3%
Traveler:3160Devices1%Blackberry
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Facts&Figures:IBMDomino/Notes– dailyaccessbyiNotes
2014 2016 2017201317
IBMConnections– thenextstepincollaboration
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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
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IBMConnections– along,longjourney– 2ndGlance• Combination of two no-no’s
• NomanagementsupportandnoCommunityManagers established
• The role of HR• Let’shaveaminuteofsilence…
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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)
• Peoplecan’tdistinguishbetweenprivacyandtransparency
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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
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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(PhysicsOlympiad2016andEuropeanGirl’sMathematicalOlympiad2017) 23
SimplebuteffectiveFolderAccessforFiles
• University Management• GrantsaccesstostakeholderstominutesofmeetingswithConnectionFiles
• ReuseNotesGroupsforaccessmanagementusingfoldersonly• Flexibilityofdifferentaccessmodels
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Bepreparedforhazards• University Crisis management group
• Scenariosincaseofhazardsreadytouse• RadiationProtection• BiologicalSafety/Security• FireSafety• ChemicalSafety• HazardousWasteManagement
• Peoplefromdifferentdepartmentsinvolvedinassociatedcommunities
• Subcommunities forhandlinghazards
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Bepreparedforhazards• Content “private” only• Yes, it’s fine to keep Communities restricted
• ensurethatmembersgainconfidence• alsosocialbusinessmustbelearned• preparecontentforlaterpublicaccess
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PrivateCommunities2nd Glance• Yes, it’s fine to keep “some” Communities restricted
• ensurethatmembersgainconfidence• alsosocialbusinessmustbelearned• preparecontentforlaterpublicaccess
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Enablecollaboration• Main Library
• 1publiclibrary(notonlyUniversityLibrary,Zentralbibliothek)• 1mainlibraryforscience• 1mainlibraryformedicine• 50librariesspreadacrossthecity• onelibrarysystemhostedbySwissFederalInstituteofTechnologyforall
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Enablecollaboration– 2nd Glance• Main Library
• 50librariesspreadoverthecampus• Withinthe130departments,withgreatattention for652 kingdoms
• Whocouldspreadthevoicebetter?
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TheroleofHR– orforgettheminuteofsilence• If you want to forget your minute of silence…
• IdentifytheneedsHRhas• Findstakeholderswillingtooptimizeprocesses• Andnowthevoiceisspreadover130units!• Grazie,Marco!
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Rolloutfor12’000peoplein2016
• Most of them will not play an active role• Prepare the rollout and spread the voice
• YES,HRcanhelp!
• Units want to use it!616 Communities(+71%)2669 Activities (+34%)643 Forum(+80%)438 Wikis(+16%)225 Blogs(+55%)
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Sharingknowledge
32https://youtu.be/yEYCWkK-iEk
Sharingknowledge• The video idea was born at engage.ug last year
• Usergroups make the difference• Videoshots onsite within two months
• Early adopters within the University were happy tocontribute
• HRdepartment• Association of doctoral students,postdocs and scientific employees ofthe Universityof Zürich
• Others willing to contribute
• Connections rocks!
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Seasonsgreating from our president
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Sharingknowledge – the ITcontribution• The Connection Rollout to all employees of the University
was the contribution of the IT
• Should Collaboration address students also?
• Of course!• Licensingfor allcampus members wasanissue before April2016• UZHhas his own learning management system
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Workshopforfuture“CommunityManagers”• Rollout is not a technical challenge !!!
• It’saorganisational challenge• Prepareunitstobeawareofit
• Community Manager• Thereisnotechnicalroleforit• Peopleneedtobeenabledforit
• Workshops• Yourusersknowwhattheyneed• Letthemfindoutandassistthem• ITwillbecritical:lossofcontrol
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Workshopforfuture“CommunityManagers”• Workshops are open for students
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It’sopen– letitopen!• Let them use and show them all options !
• Notesintegration• Desktopplugins• MobileApps• Ifyoumissit:theywillfoundout!• Youcan’tloosecontrol– youneverhad!
• It’s social !• It’sopen,letitopen• Peopleneedtolearnandwilllearntohandleit• Discussconsequencesoferrors
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IBMConnectionsatdailywork
• my favorite
• the one that had the maximum stress for end of last year
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Thankyouforyourattention
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