lotus and ibm -...

Deploying Sametime Multinationally at Deploying Sametime Multinationally at Lotus and IBMLotus and IBMID 213 Best PracticesID 213 Best Practices

Mary Beth Raven, IrisEdward Conlon, LotusMatthew Broomhall, IBMMark S. Feinman, IBM

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AgendaAgenda

Overview of SametimeOverview of SametimeDeploying Sametime 1.5 and 2.0 at LotusDeploying Sametime 1.5 and 2.0 at LotusDeploying Sametime at IBMDeploying Sametime at IBM

deploying Connect 1.5 and 2.0 deploying Connect 1.5 and 2.0 deploying e-Meetings 1.0, 1.5, and 2.0deploying e-Meetings 1.0, 1.5, and 2.0

Cultural and organizational issues surrounding Cultural and organizational issues surrounding deploymentdeployment

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Critical Elements of SametimeCritical Elements of Sametime

Shared Objects

Conversation

Awareness

Engage and Engage and communicate - instant communicate - instant message, chatmessage, chat

Share and co-edit Share and co-edit data- documents, data- documents, programs, programs, whiteboards, whiteboards, presentationspresentations

Knowledge of virtual Knowledge of virtual presence and state - presence and state - buddy lists, place buddy lists, place awareness, active awareness, active namesnames

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Sametime Connect 2.0Sametime Connect 2.0

Instant audioInstant audioInstant videoInstant videoInstant collaborationInstant collaboration

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Instant Audio CallInstant Audio Call

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Predefined meeting typesPredefined meeting typesTabbed UI for defining meeting detailsTabbed UI for defining meeting details

Meeting SchedulerMeeting Scheduler

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Multimedia Enabled Multimedia Enabled Meeting Room ClientMeeting Room Client

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Broadcast Client�

Sametime ServerSametime Server

MeetingMeetingServicesServices

Java based Java based Application Sharing & WhiteboardApplication Sharing & Whiteboard

T.120T.120

CommunityCommunityServicesServices

Awareness, Instant Awareness, Instant Message, ChatMessage, Chat

Real-time Real-time InfrastructureInfrastructure

Integration with Integration with Domino ServerDomino Server

OptionalOptional

A/V Services(optional) A/V ServicesA/V Services

(optional)(optional)

Lotus Information SystemsLotus Information SystemsSametime Intranet DeploymentSametime Intranet Deployment

Edward ConlonEdward ConlonIT ArchitectIT ArchitectEarly Deployment Engineering, Lotus ISEarly Deployment Engineering, Lotus ISIBM Software Group, Global e-Business TransformationIBM Software Group, Global e-Business Transformation

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AgendaAgenda

Scope of deploymentScope of deployment

Our intranet communityOur intranet community

Our Sametime serverOur Sametime server

User distributionUser distribution

Secrets/TokensSecrets/Tokens

Audio/Video/BroadcastAudio/Video/Broadcast

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Scope of DeploymentScope of Deployment

AudienceAudience15 -20k Internal Lotus/IBM users15 -20k Internal Lotus/IBM usersusers located worldwide (APAC, EMEA, Latam, NA)users located worldwide (APAC, EMEA, Latam, NA)

Provide global real-time communicationProvide global real-time communicationawarenessawarenessinstant Messaging/Chat/ AOL's Instant Messenger (AIM)instant Messaging/Chat/ AOL's Instant Messenger (AIM)spontaneous/ scheduled collaboration sessionsspontaneous/ scheduled collaboration sessions

App Share/WhiteboardApp Share/WhiteboardAudio/Video/BroadcastsAudio/Video/Broadcasts

Leverage existing IT infrastructureLeverage existing IT infrastructureDominoDomino

Administration Policies/ACL/SecurityAdministration Policies/ACL/SecurityDomino Directory ServicesDomino Directory Services

other Lotus Product and servicesother Lotus Product and services

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Our Intranet CommunityOur Intranet Community

Mixed Sametime 1.5 and 2.0 Production EnvironmentMixed Sametime 1.5 and 2.0 Production EnvironmentFunctionalityFunctionality

Community Services (IM/Chat)Community Services (IM/Chat)Meeting Services (App Share/Whiteboard)Meeting Services (App Share/Whiteboard)Multimedia Services (Audio/Video 2.0)Multimedia Services (Audio/Video 2.0)Lotus Product IntegrationLotus Product Integration

Notes: Who is Online (WIO/Who is Here (WIH)Notes: Who is Online (WIO/Who is Here (WIH)Raven: KStation Raven: KStation Who is Here (WIH)Who is Here (WIH)Lotus Translation ServicesLotus Translation Services

Product ValidationProduct ValidationAuthentication/Access ControlAuthentication/Access ControlVersion-to-Version CompatibilityVersion-to-Version CompatibilityClient FlexibilityClient FlexibilityDirectory SupportDirectory SupportScalable and StabilityScalable and StabilityServer ManagementServer Management

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Our Sametime Server ...Our Sametime Server ...

Domino ServerDomino Server

ST Community ST Community ServicesServices

ST Meeting ST Meeting ServicesServices

Sametime installed right Out-of-the-Box productSametime is installed on top of Domino

1.5 -> Domino 4.672.0-> Domino 5.05

Sametime Services run as Domino TasksDomino Directory/Directory AssistanceDomino Administration/Security Policies

Audio/Video (2.0 Only) Audio/Video (2.0 Only)

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User Distribution User Distribution

Lotus Intranet DistributionLotus Intranet DistributionRegionally Distributed ServersRegionally Distributed Servers

Reduce WW Network BandwidthReduce WW Network BandwidthIsolate regional trafficIsolate regional traffic5000+/- Users per server5000+/- Users per server

Leverage Domino DirectoryLeverage Domino DirectoryInfrastructure capable ofInfrastructure capable of

25K + Concurrent IM25K + Concurrent IM2500 + Active Meetings2500 + Active Meetings

Sametime Admin and Sametime Admin and Deployment GuideDeployment Guide

Each Sametime Service should be Each Sametime Service should be factored when planning your environmentfactored when planning your environment

Community ServicesCommunity ServicesMeeting ServicesMeeting Services

App Sharing/WhiteboardApp Sharing/WhiteboardMultimedia ServicesMultimedia Services

A/V BroadcastA/V Broadcast2-way Audio 2-way Audio 2-way Audio/Video 2-way Audio/Video

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Lotus Intranet CommunityLotus Intranet Community

SametimeIntranet

Community

Clients

Databeam

DominoInfrastructure Beta

APAC EMEA

IBM

Clients Clients

North AmericaNorth America

North America

Lotus UbiqueIris

= Audience

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Secrets/TokensSecrets/TokensIdentify a Sametime Hub-like ServerIdentify a Sametime Hub-like Server

The Sametime server generates The Sametime server generates newnew Secrets Secrets dailydailyReplication of Secrets will be needed if your environment contains two (2) or Replication of Secrets will be needed if your environment contains two (2) or more servermore serverSecrets should be treated with the same methodology as a Domino DirectorySecrets should be treated with the same methodology as a Domino Directory

Administrator ControlledAdministrator ControlledACL\Security lock downACL\Security lock downUUpdates Distributed via replicationpdates Distributed via replication

Set other Sametime Servers within community as readerSet other Sametime Servers within community as reader

APAC EMEANorth AmericaNorth America

Sametime Hub

NA/Latam

Domino/Raven

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AudioAudio

Hardware UsedHardware UsedAndrea Electronics Echo-Canceling HeadsetsAndrea Electronics Echo-Canceling HeadsetsPolycom SoundpointPC (PC Speaker Phone)Polycom SoundpointPC (PC Speaker Phone)

Our ExperienceOur ExperienceAudio Meetings were a better experience for usersAudio Meetings were a better experience for usersSwitch rate from active speaker was 1-2 seconds. Switch rate from active speaker was 1-2 seconds. Some cameras come with built in Non-Echoing canceling Some cameras come with built in Non-Echoing canceling microphonesmicrophonesForesee a large usage Foresee a large usage

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VideoVideo

Hardware UsedHardware UsedUSB CameraUSB Camera

IBM PCCamera ProMax (MS '95 /'98/W2k)IBM PCCamera ProMax (MS '95 /'98/W2k)Logitech QuickCam (MS '95 /'98/W2k)Logitech QuickCam (MS '95 /'98/W2k)

Our ExperienceOur ExperienceUsers were comfortable with a short video refresh rates Users were comfortable with a short video refresh rates Extended video refresh rates did effect the flow of a meetingExtended video refresh rates did effect the flow of a meeting

Some users focused on what they were Some users focused on what they were seeingseeing vs. what they vs. what they were were hearinghearing

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A Sametime Broadcast meeting includes two types of usersA Sametime Broadcast meeting includes two types of users"presenters" use the Sametime Meeting Room client to engage in interactive "presenters" use the Sametime Meeting Room client to engage in interactive collaborative activities in a meeting.collaborative activities in a meeting."audience members" watch the actions of the presenters in a special "audience members" watch the actions of the presenters in a special view-only Sametime Broadcast client but does not interact in the view-only Sametime Broadcast client but does not interact in the collaborative activities.collaborative activities.

To conserve network bandwidth usage, you can configure the To conserve network bandwidth usage, you can configure the Broadcast Services to take advantage of the multicast Broadcast Services to take advantage of the multicast functionality.functionality.When multicast is enabled and a broadcast meeting beginsWhen multicast is enabled and a broadcast meeting begins

the Broadcast Services randomly selects a multicast address for the the Broadcast Services randomly selects a multicast address for the meeting from a predetermined range of Class D multicast addresses.meeting from a predetermined range of Class D multicast addresses.

The Broadcast Services transmit the selected multicast address to The Broadcast Services transmit the selected multicast address to the multicast-enabled routers and the Broadcast clients. the multicast-enabled routers and the Broadcast clients.

Broadcast MeetingsBroadcast Meetings

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Multicast DeploymentMulticast Deployment

OurOur Multicast preparation for Broadcast MeetingsMulticast preparation for Broadcast Meetings

PIM-SM (protocol independent multicast - sparse mode) enabled on all routersPIM-SM (protocol independent multicast - sparse mode) enabled on all routersCreated a single multicast domain Created a single multicast domain Enabled Cisco Routers to act as Rendevouz Points (RP)Enabled Cisco Routers to act as Rendevouz Points (RP)

Assigned Router within close proximity of the Sametime ServerAssigned Router within close proximity of the Sametime ServerConfigured a range of addresses to both the Sametime Server and RPsConfigured a range of addresses to both the Sametime Server and RPs

Enable Multicast Bootstrap (BSR) protocol Enable Multicast Bootstrap (BSR) protocol This propagates the mapping of RPs-to-address range through the whole This propagates the mapping of RPs-to-address range through the whole multicast domain.multicast domain.Leaf routers use information obtained via BSR to locate the RP for a Leaf routers use information obtained via BSR to locate the RP for a particular multicast address.particular multicast address.

In an attempt to eliminate flooding on a Layer-2 networkIn an attempt to eliminate flooding on a Layer-2 networkWe enabled IGMP snoopingWe enabled IGMP snoopingCGMP, a Cisco proprietary protocol, is another option CGMP, a Cisco proprietary protocol, is another option

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Multicast EnvironmentMulticast Environment

North Reading

7507Cisco2

Edge-Research

7507Cisco1

Miami

Cisco4 4700

Cisco5 4700

4700Cisco6

IBM New York City 3640

Lexington

Staines

7000

7010SingaporeDublin

4000

Ecommerce private segment

Sydney

4000M 256/512

128/256

Core Sametime 2.0 Multicast Topology11/1/2000

RSM

Cambridge

BillDing5 7507

4700M IBMRochester,MN

IBM-4700

CIS508BillDing1

Cisco7 7507

fe1/1/0 ->Rogers St. Area 2

fe4/0/0 ->Area 0

e0 ->Area 0

Remote Access Network

fe0/1/0 ->Area 0

fe1/0/0 ->Area 5/LDB

e0 ->Area 0

e0/1 ->Area 0ADSL Network

fe1/0/0 ->Area 0

e5/0ATM 6/0.1

s4/7

1.280mb

e0/0

s4/4

s4/3

e1

s3

1.536mb

1.536mb

hssi4/0.16mb/10mb

1.024

mb s4s2

s5

s0

1.53

6mb

~1.5mb

1.024mb

128k

512k

s1/6

Tokyo7010

s2/0

fe3/0/0

s0 1.536mb

1.024

mb

s6

s2/2

s1/2

Redwood City

25011.536mb

6mb/10mb

s4/1

Cisco8 4700

hssi5/0.1

LNO-IGX16

4500M

Austin

Cisco5a 2500

SoftSwitch

1.536mb s2

IBM Pougheepsie, NY

7000 s1s01.536mb

1.536mb

1.536mb s6/0

7206

ATM1/0.1; 20mb IP from Cisco9->LDB-IGX->LNO-IGX->Cisco8LDB-

IGX32

T3 on SonetRing

e0/0/0 IPX->coreCisco9 7507

fe4/1/0 IP->Core

4500

Madison

s4/5

1.5 36mb

LDB-IGX32

T3 on SonetRing

ATM4/0.1; 20mb IP->from Cisco8->LNO-IGX->LDB-IGX->Cisco9

ATM6/0.1;320mb IP from Cisco1->LDB-IGX->WTF--IGX->BillDing5 ATM11/0.1

WTFIGX16

Vlan1

Sametime 2.0x.x.x.0-255

BSR 26

BSR 25

BSR 25

BSR 25

Westford

SUPIIIG

BSR 25

BSR 19

BSR 20

BSR 20

BSR 20

BSR 19


BSR 25

1.536mb

BSR 25

BSR 20

RP


Iris


RP





RP

RP

RP

RP

RP

RP

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Sametime @ IBMSametime @ IBM

Matt Broomhall - Sr. IT SpecialistMatt Broomhall - Sr. IT SpecialistServer and Data Center StrategyServer and Data Center StrategyOffice of the IBM CIOOffice of the IBM CIO

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OverviewOverviewMissionMissionOriginal AssumptionsOriginal AssumptionsSolutionSolutionPilotPilot

LabLabSDCSDCFindingsFindings

RemediationRemediationCurrent statusCurrent status2.X planning2.X planning

Arch design goalsArch design goalsGeographic placementGeographic placementWireless AccessWireless Access

Pilot processPilot process��

Team MissionTeam Mission

Provide instant messaging to all IBM employees Provide instant messaging to all IBM employees worldwideworldwidePosition IBM as reference accountPosition IBM as reference accountStrengthen product by providing "enterprise" experience Strengthen product by providing "enterprise" experience to product development to product development

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Original AssumptionsOriginal AssumptionsMany demographic and population assumptions based on Many demographic and population assumptions based on advanced technology pilot of VPBuddyadvanced technology pilot of VPBuddy

Precursor product to Sametime ConnectPrecursor product to Sametime ConnectEnvironment would need to support 385,000 registered IBM Environment would need to support 385,000 registered IBM employees worldwideemployees worldwideEnvironment would need to support up to a maximum of Environment would need to support up to a maximum of 120,000 concurrent users120,000 concurrent users

Approximately 1/3 of total employee populationApproximately 1/3 of total employee populationEast coast IBM employees starting work dayEast coast IBM employees starting work dayEuropean employees still onlineEuropean employees still online

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Original Assumptions (Continued)Original Assumptions (Continued)

Deployment needs to include configuration that maximized Deployment needs to include configuration that maximized load balancing and failoverload balancing and failover

Limited options in Sametime 1.5Limited options in Sametime 1.5Does include capability to deploy multiple Community Does include capability to deploy multiple Community Servers in the same Community Servers in the same Community

Domino R4.X NAB design would not support full IBM Domino R4.X NAB design would not support full IBM populationpopulation

75 individual country and geography-specific NABs in IBM 75 individual country and geography-specific NABs in IBM mail infrastructure could not be cascaded to support a mail infrastructure could not be cascaded to support a single instant-messaging communitysingle instant-messaging community

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The SolutionThe Solution

Settled on a solution that provided capability to use a Settled on a solution that provided capability to use a single common directorysingle common directory

"Custom" non-Domino version of Sametime 1.5"Custom" non-Domino version of Sametime 1.5LDAP access to back-end directory for authenticationLDAP access to back-end directory for authenticationCustom software developed for authentication and Custom software developed for authentication and name lookupname lookup

Systems deployed co-located with directory services Systems deployed co-located with directory services Minimize potential impact of WAN/LAN latency or Minimize potential impact of WAN/LAN latency or outagesoutages

As seen in Time Magazine on November 6, 2000As seen in Time Magazine on November 6, 2000��

The ArchitectureThe Architecture

Initial implementation - single siteInitial implementation - single siteEight MUX servers configured to provide Eight MUX servers configured to provide connections to 15k end users eachconnections to 15k end users eachTwo Community Servers - redundancyTwo Community Servers - redundancyRound robin DNS to sequentially load Round robin DNS to sequentially load connections to each MUX serverconnections to each MUX serverExternalized directory servicesExternalized directory services

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IBM Instant Messaging Infrastructure DesignIBM Instant Messaging Infrastructure Design

MUX - manages connection between end user and community server

CS - Community Server - maintains "who is online" and passes messages between users of system

Load balancing withround-robin DNSmessaging.ibm.com

MUXMUXMUXMUXMUXMUX

CS CS- Awareness- Messaging

Boulder, COMUXMUX

DirectoryService

-Authentication-Name Lookup

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Pilot - LabPilot - Lab

Initial Sametime Connect 1.5 pilot run out of SWAT Initial Sametime Connect 1.5 pilot run out of SWAT (Strategic Web Application & Technology) lab in (Strategic Web Application & Technology) lab in Southbury, CTSouthbury, CT

Product characterizationProduct characterizationFunction validationFunction validationInvestigate several architecture optionsInvestigate several architecture optionsValidated final configuration (8/2)Validated final configuration (8/2)Developed custom authentication/name lookup Developed custom authentication/name lookup softwaresoftware

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Pilot and Findings - Service Delivery CenterPilot and Findings - Service Delivery CenterMove pilot to production environment in Boulder (7/00)Move pilot to production environment in Boulder (7/00)Usage ramped by approximately 500 users per week Usage ramped by approximately 500 users per week Environment became unstable at 25,000 concurrent usersEnvironment became unstable at 25,000 concurrent users

Low authentication rate throughputLow authentication rate throughputLAN/WAN latencyLAN/WAN latency

Resulted inResulted inLong login timesLong login timesMany disconnect eventsMany disconnect events

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Pilot and Findings - Service Delivery CenterPilot and Findings - Service Delivery CenterRoot cause analysis:Root cause analysis:

Found bottleneck in authentication and name lookup Found bottleneck in authentication and name lookup softwaresoftwareFound very busy LAN at delivery center campusFound very busy LAN at delivery center campus

Introduced latency - disconnectsIntroduced latency - disconnectsCoincidental anomalies discovered at other campus LANs and Coincidental anomalies discovered at other campus LANs and remedied as foundremedied as found

LAB environment was unable to duplicate heavily loaded LAB environment was unable to duplicate heavily loaded campus/complex LAN or effect of shared environmentcampus/complex LAN or effect of shared environmentProduct development participated extensively in both analysis Product development participated extensively in both analysis and remediationand remediation ��

Remediation & Deployment ReadinessRemediation & Deployment Readiness

RemediationRemediationAuthentication and name lookup software split into Authentication and name lookup software split into two componentstwo componentsProgram change to maintain persistent connection to Program change to maintain persistent connection to directorydirectoryMUX server and TCP/IP settings changed to MUX server and TCP/IP settings changed to accommodate latency due to busy LAN segmentsaccommodate latency due to busy LAN segments

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Current StatusCurrent StatusEnd user drop rate dramatically End user drop rate dramatically reducedreducedOver 90,000 unique loginsOver 90,000 unique loginsOver 45,000 concurrent usersOver 45,000 concurrent usersServer utilization 10 - 20%Server utilization 10 - 20%User population growth averaging User population growth averaging 800 per week800 per weekProduction announce scheduled Production announce scheduled for third week of January, 2001for third week of January, 200110

/Nov11

/Nov12

/Nov13

/Nov14

/Nov15

/Nov16

/Nov17

/Nov18

/Nov19

/Nov20

/Nov21

/Nov22

/Nov23

/Nov24

/Nov25

/Nov26

/Nov27

/Nov28

/Nov29

/Nov30

/Nov01

/Dec04

/Dec05

/Dec

50

55

60

65

70

75

80

85

90

95

50

55

60

65

70

75

80

85

90

95

Thou

sand

sTh

ousa

nds

Thou

sand

sTh

ousa

nds

Unique user logins

11/10 - 12/5/2000

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2.X Planning2.X PlanningPlanning cooperative effort between:Planning cooperative effort between:

Product developmentProduct developmentLotus ISLotus ISService delivery teamsService delivery teams

Process enhancements include:Process enhancements include:Product development ability to address problems quicker Product development ability to address problems quicker and with more knowledge of environmentand with more knowledge of environmentProduct development has greater overall stake in Product development has greater overall stake in architecture due to collaboration during architecture designarchitecture due to collaboration during architecture designGet greater benefit from Lotus early product experienceGet greater benefit from Lotus early product experience

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2.X Architecture Design Goals2.X Architecture Design Goals

2.X design goals include:2.X design goals include:Fully integrated environmentFully integrated environment

Instant Messaging

Notes Mail/Domino

Online Meetings

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2.X Architecture Design Goals2.X Architecture Design Goals2.X design goals include:2.X design goals include:Use of an "off the shelf" productUse of an "off the shelf" product

For Instant Messaging, this also means ability to use full For Instant Messaging, this also means ability to use full feature setfeature set

Awareness in mailAwareness in mailNotes "Who is Online"Notes "Who is Online"Notes "Who is Here"Notes "Who is Here"

Server-based buddy listServer-based buddy listServer-based privacyServer-based privacy

Integration with existing Notes/Domino infrastructureIntegration with existing Notes/Domino infrastructure��

2.X Architecture Design Goals (Continued)2.X Architecture Design Goals (Continued)

For Meeting Services:For Meeting Services:Co-locate Instant Messaging infrastructure with the Co-locate Instant Messaging infrastructure with the Ad-Hoc application/object share infrastructureAd-Hoc application/object share infrastructureRun on separate server "clusters"Run on separate server "clusters"Isolate impacts of one service on another due to Isolate impacts of one service on another due to very different service characteristicsvery different service characteristicsProvides end user more complete feature setProvides end user more complete feature set

Integration of scheduled meeting servicesIntegration of scheduled meeting servicesPlanned for 3Q01Planned for 3Q01

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To meet these design goals:To meet these design goals:2.X architecture design activities started in September, 2.X architecture design activities started in September, 20002000

Servers readied in December, 2000Servers readied in December, 2000Early pilot activity scheduled for January startEarly pilot activity scheduled for January start

First activity will be to configure servers to operate in First activity will be to configure servers to operate in current environmentcurrent environment

Will provide a smoother transition to new Will provide a smoother transition to new architecture using the "off the shelf" product architecture using the "off the shelf" product

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To accomplish integration with Notes/Mail infrastructure:To accomplish integration with Notes/Mail infrastructure:Target infrastructure to utilize a directory common to Target infrastructure to utilize a directory common to bothbothCo-locate directory with Sametime infrastructureCo-locate directory with Sametime infrastructureDirCat strong possibility due to size, manageability and DirCat strong possibility due to size, manageability and availability within the mail server infrastructureavailability within the mail server infrastructure

Will provide good options to link IBM and Lotus Will provide good options to link IBM and Lotus communitiescommunities

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2.X Geographic Placement2.X Geographic Placement

Additional design goals included:Additional design goals included:Provide capability for multi-geographic deploymentProvide capability for multi-geographic deployment

Conserve bandwidth in geographic areas were Conserve bandwidth in geographic areas were expensiveexpensiveMaximize end user experienceMaximize end user experience

Reduce load on WAN segments to Boulder SDCReduce load on WAN segments to Boulder SDCTwo new delivery sites to include:Two new delivery sites to include:

Southbury, CT and Portsmouth, UKSouthbury, CT and Portsmouth, UKOther sites also planned Other sites also planned

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Wireless AccessWireless Access

2.X Pilot study to include impact of alternative client 2.X Pilot study to include impact of alternative client access to infrastructureaccess to infrastructure

WAN/LANWAN/LANScalabilityScalabilityWireless client accessWireless client access

PDAPDACell phoneCell phoneTwo-way pagerTwo-way pager

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Sametime 2.X - Target ArchitectureSametime 2.X - Target Architecture

*Geography based clusters- Boulder - messaging1- Southbury - messaging2- Portsmouth - messaging3

messaging3.ibm.com messaging1.ibm.com messaging2.ibm.com

Regional ScheduledMeeting Clusters

ST ST

ST ST

"eMeetings"

w3.ibm.com/team/emeeting

NDLoad balancing withIBM eNetwork Dispatcher

ST ST

Regional Ad-HocApp-Share ClustersAwareness

IM

MUXMUXMUXMUXMUXMUX

CS CS"Regional" GeographyCommunity Clusters* Domino-based

NDLoad balancing withIBM eNetwork Dispatcher

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2.X Pilot Process2.X Pilot ProcessPilot process evolved to include early participation from:Pilot process evolved to include early participation from:

Product developmentProduct developmentCollaborate on architecture designCollaborate on architecture designCollaborate on featuresCollaborate on features

Lotus ISLotus ISUtilize early Lotus experienceUtilize early Lotus experienceLotus field test IBM architecture componentsLotus field test IBM architecture components

Service Delivery (IGA/IGS)Service Delivery (IGA/IGS)Participate collaborate with Lotus IS in early phasesParticipate collaborate with Lotus IS in early phasesUtilize Lotus during all phases of IBM pilotUtilize Lotus during all phases of IBM pilotPilot "enterprise" features as availablePilot "enterprise" features as available ��

The Sametime e-meetings Center in IBMThe Sametime e-meetings Center in IBM

Mark S. FeinmanMark S. FeinmanIBM Global ServicesIBM Global Services

Revision 2, 12/15/2000

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AgendaAgenda

Sametime 1.x meeting managementSametime 1.x meeting managementWhy did we customize Sametime meetings?Why did we customize Sametime meetings?What customization did we do?What customization did we do?

the Receptionist/Room modelthe Receptionist/Room modelenhanced loggingenhanced logging

What does the solution look like? (screenshots)What does the solution look like? (screenshots)What do we plan to do in the future?What do we plan to do in the future?

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(got all that?)

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Sametime 1.x Meeting ManagementSametime 1.x Meeting Management

Meetings managed by server, large user base requires Meetings managed by server, large user base requires multiple serversmultiple servers

some users schedule meetings on one server, others some users schedule meetings on one server, others schedule meetings on another serverschedule meetings on another servermoderators need to identify on what server they moderators need to identify on what server they placed their meeting, and inform their audienceplaced their meeting, and inform their audience

they may forgetthey may forgetneed to search multiple serversneed to search multiple serversattending users may also need to check multiple attending users may also need to check multiple servers if they forgetservers if they forget

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Sametime 1.x Meeting ManagementSametime 1.x Meeting Management

No checks on capacity at schedule timeNo checks on capacity at schedule timeserver informs administrator if threshold reached at server informs administrator if threshold reached at meeting run timemeeting run timeserver overutilization imminentserver overutilization imminentcomplex "invited server" relationshipscomplex "invited server" relationshipstoo late to do anything about it for currently active too late to do anything about it for currently active meetingsmeetings

Meeting usage statistics by GeographyMeeting usage statistics by GeographySametime 1.x log too genericSametime 1.x log too genericno rollup capabilityno rollup capability

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Why Did We Customize Sametime Meetings?Why Did We Customize Sametime Meetings?

Ease of useEase of useusers go to one place to manage their meetingsusers go to one place to manage their meetingsremove burden of remembering meeting serverremove burden of remembering meeting server

ScalabilityScalabilitymanage meetings on one servermanage meetings on one serverconduct meetings on one or more Sametime serversconduct meetings on one or more Sametime serversdetermine available capacity for meetings when determine available capacity for meetings when scheduled, not when activescheduled, not when active

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e-meetings Center 1.x: Receptionist / Room Modele-meetings Center 1.x: Receptionist / Room Model

IBM intranet

Sametime 1.5(Domino 4.63b)

e-meetingsRoomServer 1

Windows NT 4.0 SP6a



Windows NT 4.0 SP6a



Windows NT 4.0 SP6a

Domino 4.66c

e-meetingsReceptionistServer

e-meetingsDispatcher(Java)

Windows NT 4.0 SP6a

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e-meetings Center Receptioniste-meetings Center Receptionist

Domino 4.66c



Windows NT 4.0 SP6a

Preparation:install "wizard"registration

Meeting Management:

createmodifycancellink to join meeting

Assistance / Feedback:tutorialdiscussionmeeting survey

Dispatcher:load balancingactivates meetingschooses room serverdeletes ended / canceled

meetings

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e-meetings Center Receptioniste-meetings Center Receptionist

Domino 4.66c



Windows NT 4.0 SP6a

Meeting Management:

User books meeting using the "Book Meeting" formmajority of the user experience:

determine number of attendeesattach files for whiteboard presentationspecify meeting start and stop times

Upon submission, capacity checkedmaximum number of attendees: 200maximum meeting length: 8 hourslimits customizableensure sufficient capacity at run timeroom server is not assigned until meeting starts

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Change Meeting Page��

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e-meetings Centere-meetings CenterDispatcher TaskDispatcher Task

Domino 4.66c



Windows NT 4.0 SP6a

Java ApplicationRuns on Receptionist Server onlyRuns continuously like a Domino server "add-in" taskStarted on Receptionist Server startupHas its own consolePerforms load balancing for all scheduled meetings that are due to become active within 15 minutesDeletes any cancelled or finished meetings

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Dispatcher Console

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e-meetings Center Room Serverse-meetings Center Room Servers



Windows NT 4.0 SP6a



Windows NT 4.0 SP6a



Windows NT 4.0 SP6a

A "Room" Server is a Sametime Server

Room servers run meetings

Community Services tasks disabled

As capacity grows, additional roomservers can be added

Entry to a meeting is logged

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e-meetings Center Logging Processe-meetings Center Logging Process



Windows NT 4.0 SP6a



Windows NT 4.0 SP6a



Windows NT 4.0 SP6a

On any room server:

User enters meeting using link provided by receptionist

Document created in log database (QueryOpen event)

Nightly agent collates "entry" documentscounts users who entered each meetingdetermines geography of meeting chairperson

Administrator rolls up each server's stats into one database

Manipulate usage statistics views to derive usagedaily, weekly, bi-weekly, monthly, yearlyby Geo, by hour of day, by number of attendeesdrill-down views "simulate" spreadsheetsviews not meant to be completely expanded

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By Geography, November 2000��

By the number of attendees (Daily) ��

By the number of attendees (cont'd)�

By Date,By Mtg

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Monthly,by hourof day

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Daily,Meetingsby Hour

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Registered Users, by Month

25,000 users carried over from pilotnot reflected in these numbers

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ND or ICM

IBM user

e-meetings e-meetings CenterCenter 2.0: Future Architecture2.0: Future Architecture

Ext 1

Ext 2 ExtRecep

Ext user

Domino R5ReceptionistCluster

Recep 1

Recep 2

Dispatcher (active)

Dispatcher (idle)

clusterreplication

Firew all

53 54

55 EMEA

RegionalMeeting Servers

ExternalMeetingServers

External"Receptionist"

53 54

55 NA

53 54

55 LA

53 54

55 AP

Ext 3

PublicA/V 1

PublicA/V 2

Audio WebCast Center (w/ Public Users)

Data Sharing Only

Audio webcast with public users

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ND or ICM

IBM user

e-meetings e-meetings CenterCenter 2.0: Future Architecture2.0: Future Architecture

Ext 1

Ext 2 ExtRecep

Ext user

Domino R5ReceptionistCluster

Recep 1

Recep 2

Dispatcher (active)

Dispatcher (idle)

clusterreplication

Firew all

56 57

58 EMEA

RegionalMeeting Servers

ExternalMeetingServers

External"Receptionist"

53 54

55 NA

59 60

61 LA

62 63

64 AP

Ext 3

PublicA/V 1

PublicA/V 2

Audio WebCast Center (w/ Public Users)

Data Sharing Only

Audio webcast with public users

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Statistics Support The e-meetings Center Regional Statistics Support The e-meetings Center Regional Conference Center ModelConference Center Model

For all meetings held in July:For all meetings held in July:majority of meetings are held amongst people of the same majority of meetings are held amongst people of the same regionregionvery few meetings held that contained participants across very few meetings held that contained participants across regionsregionsmost meetings "pushed" to room servers dedicated to the most meetings "pushed" to room servers dedicated to the geography. That is, the meeting would take place on the geography. That is, the meeting would take place on the room server "closest" to the chairperson.room server "closest" to the chairperson.

AP: 5 of 61 meetings (8%) had participants in multiple geos.AP: 5 of 61 meetings (8%) had participants in multiple geos.LA: 4 of 34 (11%)LA: 4 of 34 (11%)EMEA: 35 of 512 (7%)EMEA: 35 of 512 (7%)NA: Roughly 10 - 15%NA: Roughly 10 - 15%

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Cultural and Organizational Cultural and Organizational Issues Around DeploymentIssues Around Deployment

Mary Beth Raven, Lead UI Designer for SametimeMary Beth Raven, Lead UI Designer for Sametime

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Cultural and Organizational Issues Surrounding Cultural and Organizational Issues Surrounding DeploymentDeployment

Deploying ConnectDeploying ConnectDeploying the Online Meeting CenterDeploying the Online Meeting Center

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Organizational Issues with ConnectOrganizational Issues with Connect

Make sure a "critical mass" of people get it at the Make sure a "critical mass" of people get it at the same timesame time

Many users log in a few times, and if not enough Many users log in a few times, and if not enough other useful people are online, they stop using other useful people are online, they stop using ConnectConnectEncourage new users to learn my "IMing" each other Encourage new users to learn my "IMing" each other

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Don't Worry ...Don't Worry ...

Volume of social chat peaks about 3 weeks after Volume of social chat peaks about 3 weeks after Connect is introducedConnect is introducedMost users never hide (never use "who can see me")Most users never hide (never use "who can see me")

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Create Norms Before You DeployCreate Norms Before You Deploy

Decide on, and publish, chat normsDecide on, and publish, chat normsUse IM for time-critical questionsUse IM for time-critical questionsUse IM for questions that have clear answers (where is Use IM for questions that have clear answers (where is the meeting?)the meeting?)Do NOT try to have design meetings in an IMDo NOT try to have design meetings in an IMBUT! IMs are often better than phone with people who BUT! IMs are often better than phone with people who are not native speakersare not native speakers

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State clearly: When one person types "bfn" (bye for State clearly: When one person types "bfn" (bye for now), the chat is over. Don't "goodbye" each other now), the chat is over. Don't "goodbye" each other forever. forever. Keep using E-mail for issues that can waitKeep using E-mail for issues that can waitKeep using voice (Phone, IP Audio) for issues that need Keep using voice (Phone, IP Audio) for issues that need discussiondiscussionState clearly: Do you treat IM's as urgent?State clearly: Do you treat IM's as urgent?

More NormsMore Norms

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Issues with Deploying Online MeetingsIssues with Deploying Online Meetings

People in online meetings:People in online meetings:take longer to make decisions take longer to make decisions have more difficulty achieving consensushave more difficulty achieving consensustend to perceive each other as more adversarialtend to perceive each other as more adversarial

Than people meeting face to face!Than people meeting face to face!( Hilz et. al, Siegel et. al, Sproull and ( Hilz et. al, Siegel et. al, Sproull and Kiesler)Kiesler)

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Online Meeting IssuesOnline Meeting Issues

Meeting leaders are LESS likely to emerge in an Meeting leaders are LESS likely to emerge in an online meeting than face to face (Hilz et. al.)online meeting than face to face (Hilz et. al.)Sametime has a meeting moderator for every Sametime has a meeting moderator for every meeting--USE THIS ROLE!meeting--USE THIS ROLE!

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More Online Meeting IssuesMore Online Meeting Issues

Make these issues clear to everyone and set expectations Make these issues clear to everyone and set expectations accordinglyaccordingly

Add 15 min to every hour of online meetingsAdd 15 min to every hour of online meetingsMake sure everybody knows that online meetings Make sure everybody knows that online meetings appear to make them look more adversarialappear to make them look more adversarialEncourage people to be extra-reassuring or confirmingEncourage people to be extra-reassuring or confirmingPractice active listeningPractice active listening

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What the Moderator Should DoWhat the Moderator Should Do

Ensure that everyone can hearEnsure that everyone can hearPhone or IP audioPhone or IP audioPoll and acknowledge remote participantsPoll and acknowledge remote participantsIntroduce everyone; acknowledge late joinersIntroduce everyone; acknowledge late joinersEnsure that each speaker identifies herself or himselfEnsure that each speaker identifies herself or himselfEncourage people to use the mute buttonEncourage people to use the mute button

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What the Moderator Should Do...What the Moderator Should Do...

Announce the end of a meeting before ending the Announce the end of a meeting before ending the online portion or hanging uponline portion or hanging upUse the online pointing devices (not your fingers or Use the online pointing devices (not your fingers or even your mouse)even your mouse)Remember the refresh time for new screens; slow down Remember the refresh time for new screens; slow down the speaker if necessarythe speaker if necessary

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ReferencesReferencesHilz, S, Johnson,K, and Turoff, M. "Experiments in Group Decision Making:Communication Hilz, S, Johnson,K, and Turoff, M. "Experiments in Group Decision Making:Communication Process and Outcome in Face to Face versus Computerized Conferences". Human Process and Outcome in Face to Face versus Computerized Conferences". Human Communication Research, 13, pp. 225-252. 1986.Communication Research, 13, pp. 225-252. 1986.Nardi, Bonnie A, Steve Whittaker, and Erin Bradner. "Interaction and Outeraction:Instant Nardi, Bonnie A, Steve Whittaker, and Erin Bradner. "Interaction and Outeraction:Instant Messaging in Action." Proceedings of the 2000 Conference on Computer Supported Messaging in Action." Proceedings of the 2000 Conference on Computer Supported Cooperative Work , December 2-6, Philadelphia, PA, pp. 79-88, 2000.Cooperative Work , December 2-6, Philadelphia, PA, pp. 79-88, 2000.Siegel, J. Dubrovsky, V, Kiesler, S., and McGuire, T. "Group Process in Computer-Mediated Siegel, J. Dubrovsky, V, Kiesler, S., and McGuire, T. "Group Process in Computer-Mediated Communication." Organization Behavior and Human Decision Processes, 37, pp. 157-187, Communication." Organization Behavior and Human Decision Processes, 37, pp. 157-187, 1986. 1986. Sproull, L, and Kiesler, S. Connections: New Ways of Working in the Networked Organization. Sproull, L, and Kiesler, S. Connections: New Ways of Working in the Networked Organization. The MIT Press, Cambridge, MA, 1991. The MIT Press, Cambridge, MA, 1991. Mark, G, Grudin, J, and Poltrock, S. "Meeting at the Desktop: An Empirical Study of Virtually Mark, G, Grudin, J, and Poltrock, S. "Meeting at the Desktop: An Empirical Study of Virtually Coolcated Teams". Proceedings of the Sixths European Conference on Computer Supported Coolcated Teams". Proceedings of the Sixths European Conference on Computer Supported Cooperative work, Copenhagen, Denmark, 1999. Cooperative work, Copenhagen, Denmark, 1999.

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Questions?Questions?

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Related LinksRelated Links

WWW.Lotus.Com/SametimeWWW.Lotus.Com/SametimeStdemo02.lotus.comStdemo02.lotus.com

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