academic case study

1. Berlin, October 16-17 2018
10 years of IBM Connections:
A s t o r y o f p l a n n e d a c t i o n s a n d u n i n t e n d e d c o n s e q u e n c e s
Prof. Dr. Petra Schubert
Söhnke Grams
University of Koblenz-Landau

2. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 2
www.ceir.de integrated-business-design.com
"Our goal is to conduct high quality research in the area of
IT-enabled business change and the digital workplace."
“Realising the digital workplace”
CEIR & IBD ...
leveraging two decades of evidence-based
research and industry analysis…
to support companies in the design of their
Digital Workplace and to help them to bring
collaboration to the business

3. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 3
Florian Schwade
PhD Candidate
Research Assistant
Social Collaboration
Analytics
Petra Schubert
Professor
Director of CEIR
Business Software
Söhnke Grams
PhD Candidate &
Manager UCT
Benefits of ECS
Susan Williams
Professor
Director of CEIR
Social Informatics
Clara Nitschke
PhD Candidate
Research Assistant
Sociotechnical Change
Julian Mosen
PhD Candidate
Research Assistant
Social Business
Documents
Mike Reuther
Research Assistant
Social Process Mining
Patrick Nitschke
PhD Candidate
Research Assistant
Internet of Things
Berit Gebel-Sauer
PhD Candidate
Research Assistant
Information Integration
Jan Kiesewalter
Student Assistant
Media and Information
Design
Carolin Wambach
Student Assistant
Project Support
Simon Meier
Student Assistant
UniConnect Platform
Manager
Sebastian Bahles
Student Assistant
Communication Manager
Johannes Glitsch
PhD Candidate
Research Assistant
ECS Use Cases

4. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 4
CEIR
IBM
GIS AG
MORE THAN 35
UNIVERSITIES
BACKGROUND OFTHEUCT
• The University Competence Center for
Collaboration Technologies UCT was founded in
2010
• A joint project of IBM Deutschland GmbH and CEIR
• Operation of the collaboration platform
UniConnect, which is based on IBM Connections and
hosted by CEIR
• UniConnect is available to academic institutions
worldwide to support both internal collaboration
projects as well as projects that bring together
researchers and industry partners

5. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 5
35 Universities
and their
research partners
on UniConnect

6. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 6
University of Koblenz-Landau
TU Ilmenau
University of Armed Forces Munich
University of Munster
TU Berlin
HS Karlsruhe
HTW Chur (CH)
HS Wedel
HS Offenburg
University of Zürich
University of Würzburg
HS Cologne
HS Reutlingen
University of Bamberg
HS Würzburg-Schweinfurt
HS Hanover
HS Stuttgart
University of Lüneburg
RWTH Aachen
TU Munich
University of Jena
TU Darmstadt
HS Weserbergland
HS Ruhr West
HS Nordwestschweiz
University of Duisburg-Essen
University of Stuttgart
Karlsruhe Institute of Technology (KIT)
University of Erlangen-Nuremberg
University of Hamburg
Trinity College Dublin (IR)
Hasso-Plattner-Institute Potsdam
University of St. Gallen
University of Mannheim
Euro FH Hamburg
35 Universities
and their
research partners
on UniConnect

7. © 2018 Center for Enterprise InformationResearch Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 7
Blogs
Forums
Notification
Profile
Community
Task Management
Bookmarks
Docs
Micro-Blogs
Wikis
Kudos Suite
Polls and Surveys
Groups App
SoNBO Explorer
Content Dashboard
IRESS Visualizer
IoT Middleware
UniConnect – An IBM Connections Platform for Academic Institutions

8. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 8
 Purposes:
1. Actual use of the platform for
collaborative work
2. Research (measuring, observing,
software testing)
 Target groups:
1. CEIR (our core research team),
30 people
2. Researchers at University in Koblenz
3. Students at University in Koblenz
4. All Universities in the DACH area
5. Research partners of Universities in
the DACH area
 A great platform for longitudinal
research
One Platform for Multiple Purposes and Multiple Target Groups
Use Case: Teaching
Use Case: Research

9. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 9
The History of the UniConnect Platform (IBM Connections)
Schubert, P.; Williams, S. P. (2016): The Case of UniConnect - The Shaping of an Academic Collaboration Platform, in: Multikonferenz Wirtschaftsinformatik (MKWI 2016), Ilmenau, pp. 1-12.
1 4
9 13 16 20
26
40
-10
10
30
50
Network of networks:
multipliers/service-orientation
Extended network:
dissemination/stability
Internal network:
technical/experiential
TIME
PROJECT
HISTORY
NETWORK
METRICS
EventsPeopleArtefactsMembersReg.UsersCommunities
04/2009 04/2010 04/2011 04/2012 04/2013 04/2014 04/2015
UCT General Manager 1
1st Meeting
IBM Sponsor 1
UCT Technical Supporter 2UCT Technical Supporter 1
1st Platform
(KO)
UCT Technical Supporter 3
UCT General Manager 2 UCT General Manager 3
IBM Sponsor 2 IBM Sponsor 3
The Game 3rd Platform
(GIS)
4th Platform
(DFG Cloud)
UCT Video
Inauguration
Celebration
2nd Meeting
WI-Conf. 2013
M&C 2014
WI-Conf. 2015
3rd Meeting
IBM Project Manager 1 IBM Project Manager 2
IBM Operational Manager 1
1st Website
2nd Website
3rd Website
Kudos Badges
2nd Platform
(IBM)
15 150 248 312
496
675
1375
1700
0
1000
2000
10 25 41 52 66
175
351
500
0
250
500
8C Model
UCT Project Lead
Key drivers of adoption:
Use Cases, Multipliers
(People), Events and
Communication
Usage:
Communities, Users
and Institutions
10/2018
NOW
Social Connections
> 35 members
> 3000 users
Unchanged
> 1100 communities
Unchanged
Unchanged
Unchanged
TS4 TS5
S4 S5

10. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 10
Structured Overview of Areas of Collaboration
IRESS – Identification of Requirements for Enterprise Social Software
Communication
Asynchronous text message
Asynchronous voice message
Blogs
Broadcast
Chat
Comments, annotations
Discussion forums
Microblogging
Video conferencing
…
Cooperation/Collaboration
Markup of changes
Ratings, rankings
Screen sharing/shared
desktop
Shared authoring
Shared workspaces
User profiles
Workspace awareness
…
Content Combination
Content collection
Content management
Content subscription
Data aggregation
Data integration
Document management
Linking
Search
Tagging, Folksonomies
…
Coordination
Document and version
control
Polls and voting
Reminders, triggers, alerts
Resource planning
Roles
Shared tasks
User directories
Workflow support
…
Document Management
Event Organisation
Human Resource Management
Idea and Innovation Management
Internal Communication
Internal Employee Communication
Knowledge Sharing
Management Accounting
Project Organisation
Sales Opportunity and Quotation
Software Development
Team Organisation
Workshop Organisation
…
Administering documents
Alerting to news
Conducting a meeting
Conducting a poll
Conducting a survey
Organising a meeting
Creating meeting minutes
and tasks
Discussing topics
Documenting information
Enriching information
Finding an expert
Joint authoring
Posting news
Rating information
Retrieving information
Sharing files
Sharing information
…
Artefacts
Social profile, file, post, page,
comment, microblog, …
Collaboration Actions
Contribution, consumption, social,
system-generated, …
Software Events
Create, edit, delete, read, label, share,
notify, like, follow, …
Use Cases
Collaboration
Scenarios
Actions
Collaborative
Features (C4)
SoftwareSupport
Workspace (IBM Conn.: Community)
Blog (IBM Conn.: Blog)
Wiki (IBM Conn.: Wiki)
Forum (IBM Conn.: Forums)
Tasks (IBM Conn.: Activities)
Files (IBM Conn.: Files)
Calendar (IBM Conn.: Events)
Microblog (IBM Conn.: Status Updates)
…
Software
Modules
Organisation

11. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 11
IRESS Visualizer: Analysis of Usage Data in IBM Connections
Typical research community:
60% of the activities are around informing/documenting

12. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 12
IRESS Visualizer: Analysis of Usage Data in IBM Connections
80% of the events in this community are related to files

13. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 13
Focus
Content & Communication
People-focused
Information & Knowledge Management
 Document Storage
 (Social) Intranet
 Ad hoc Teamwork
 Discussions
 Central Information Storage
 Lessons Learned
 Functional Area Organization
 Information Exchange
 Global Information Exchange
Focus
Processes & Coordination
Process-focused
Business Process Support
 Audit Planning
 Process Optimization
 Quality Manual
 Cross-site Collaboration
 Continuous Improvement Process
 Store Management
 Human Resource Management
 Workshop Organization
 Integrated Information Management
 Integration of other Business Software
Basic Use Cases
 Internal Employee Communication
 Knowledge Management
 Project Organization
 Event Management
 Internal Corporate Communications
 Idea and Innovation Management
 Team Organization
 Software Development
 Workshop Organization
Specialised Use Cases
Information Exchange &
Sharing Documents
Portal Solution
The Networked
Enterprise Platform
Project Support
Efficiency Tool for
Business Processes
Multi-Function
Integration Platform
D I G I T A L W O R K P L A C E D E S I G N S
© CEIR 2018
Research Projects
Classes, Exercises
and Seminars
Supervision
of Theses Student Projects
UniConnect
User Community
SoNBO Explorer

14. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 14
Developing an Analytics Dashboard:
What would Collaboration Professionals like to know?
Culture 2%
Affordance 4%
Usage 17%
Benefit 73%
Disbenefit 2% Source: Results from interviews with
Collaboration Professionals in leading IBM
Connections user organisations in the DACH area
BRECS Tool

15. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 15
Effects of a Collaboration Platform: The Benefits Tree
Culture
Affordance
Nutzung
Benefit
Disbenefit
Culture Affordance
Disbenefit
Benefit
Usage

16. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 16
 Did we have an explicit strategy?
 We never wrote one down but we had a clear vision in mind
 Conviction (collaboration is essential)
 Determination (doggedness of the leaders)
 Identification of Use Cases
 Adoption needs time, competencies develop slowly (you cannot force it)
 Bottom-up approach might be OK for small groups but not for multinational corporations!
 There are many competing collaboration products, having an integrated platform is a success factor
(especially at the start)
 The more intense the usage, the greater the perceived benefit for the users
( benefits tree)
 Outlook: Domino V10 will help us develop cool applications that make the collaboration platform
even better (integration of IoT data, automation of workflows, analytics, tailored solutions that
make us more competitive)
Coming back to our journey - what are the key learnings?

17. I am very much looking forward to the journey that still lies ahead…
… it is fun to walk the IBM Connections/Domino way!

18. © 2018 Center for Enterprise InformationResearch CEIR Social Connections 14 | Berlin, 17.10. 2018 Petra Schubert and Söhnke Grams 18
 Schubert, Petra; Williams, Susan P. (2016): The Case of UniConnect - The Shaping of an
Academic Collaboration Platform, in: Multikonferenz Wirtschaftsinformatik (MKWI 2016),
Ilmenau, pp. 1-12.
 Glitsch, Johannes; Schubert, Petra (2017): IRESS: Identification of Requirements for
Enterprise Social Software, in: Proceedings of the CENTERIS 2017 – Conference on
ENTERprise Information Systems, pp. 866–873.
 Schubert, Petra (2018): Joint Work and Information Sharing in the Modern Digital
Workplace: How the introduction of “social” features shaped Enterprise Collaboration
Systems, in: Riemer, Kai; Schellhammer, Stefan; Meinert, Michaela (eds.), Collaboration in
the Digital Age: How Technology Enables Individuals, Teams and Businesses, pp. 45-59,
Berlin, Heidelberg: Springer, 2018.
References

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