full ICS portfolio case study

1. Berlin, October 16-17 2018
How ICS Software Enhances
Collaboration Across Europe
Jan Valdman, Whitesoft
@jan_valdman

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3. Social Connections 14 Berlin, October 16-17 2018
… a case study

4. Social Connections 14 Berlin, October 16-17 2018
Agenda
• What customer wanted
• What they got
• How we made it
• How it works

5. Social Connections 14 Berlin, October 16-17 2018
Introduction

6. Social Connections 14 Berlin, October 16-17 2018
Customer - Interact
Interact has become a well-established
organisation that plays an important role in Interreg,
in cooperation between EU Member States and EU
regions, and along the external borders of the
EU. Cooperation is at the heart of all we do. We
work continuously and with determination to make
cooperation more streamlined, because we believe
in it. Which is why our slogan for the 2014-2020
programming period is cooperation works.

7. Social Connections 14 Berlin, October 16-17 2018
Interact
• HQ in Slovakia
• Offices in Denmark, Finland, Spain and
Austria
• 60 employees, 3000+ external users
• Variety of services: support, training,
consulting in management, strategy and
finance

8. Social Connections 14 Berlin, October 16-17 2018
The old model

9. Social Connections 14 Berlin, October 16-17 2018
Old collaboration tools
• Zimbra mail
• Atlassian Confluence
• Java, Ruby on Rails, PHP
• Oracle apps, MySQL, Postgress
• Windows 2000, Ubuntu, Red Hat

10. Social Connections 14 Berlin, October 16-17 2018
The Issues
• Huge efforts to manage the platform
• Multiple suppliers in several countries
• Technical issues
• Creation and removal of users
• Onboarding of new users
• Access control management

11. Social Connections 14 Berlin, October 16-17 2018
RFI & RFP

12. Social Connections 14 Berlin, October 16-17 2018
Timing
• 2014 study
• 2015 RFI Whitesoft + IBM
• 2016 RFP IBM SK + Whitesoft
• 2017 implementation

13. Social Connections 14 Berlin, October 16-17 2018
Required Functional Modules
• Contact Database
• Event Management
• E-mail & Calendar
• Social Platform
• Real-time Collaboration
• Content & Project Management
• Surveys

14. Social Connections 14 Berlin, October 16-17 2018
Other Non-functional Requirements
• Standard solution (maximum OOB)
• Mailbox migration
• Takeover of legacy systems
• Support for 7 years (!)
• Preferred SaaS/hosting/cloud

15. Social Connections 14 Berlin, October 16-17 2018
Implementation

16. Social Connections 14 Berlin, October 16-17 2018
The Engine

17. Social Connections 14 Berlin, October 16-17 2018
Main Technologies
• IBM Domino + Notes + iNotes + Verse
• IBM Sametime Complete
• IBM Connections
• IBM Forms Experience Builder
“High performance & fuel efficiency”

18. Social Connections 14 Berlin, October 16-17 2018
Chassis

19. Social Connections 14 Berlin, October 16-17 2018
Domino server(s)
mailboxcalendar
Personal
contacts
IA Contact
Database
IA Event
Managmt.
IA Meeting
Planner
Connections server
Profiles
Commu
nities
Forums
Activities
iNotes
web client
Notes (desktop client)
Connections
Files plug-in
Sametime
plug-in
Connections
desktop
plug-in
Sametime
server
Meetings
server
Forms server
„big“
Surveys
Wikis Events
Files
„simple“
Surveys
Blogs
…
Book-
marks
Blogs
iNotes
Verse
Traveler
IMAP or POP3
client
IBM
Meetin
gs
IBM
Chat
IBM
Verse
IBM
Connec
tions
IBM
Editor
Sametime
desktop client
Apple
Mail
Verse
web client
chats meetings
Web client

20. Social Connections 14 Berlin, October 16-17 2018
The Options

21. Social Connections 14 Berlin, October 16-17 2018
Contact Database

22. Social Connections 14 Berlin, October 16-17 2018
Eevent Management

23. Social Connections 14 Berlin, October 16-17 2018
Real-time Collaboration

24. Social Connections 14 Berlin, October 16-17 2018
E-mail a kalendář

25. Social Connections 14 Berlin, October 16-17 2018
Správa obsahu a projektu

26. Social Connections 14 Berlin, October 16-17 2018
Surveys

27. Social Connections 14 Berlin, October 16-17 2018
Portálová stránka

28. Social Connections 14 Berlin, October 16-17 2018
WhiteCloud Service Status Dashboard
28

29. Social Connections 14 Berlin, October 16-17 2018
Project Implementation

30. Social Connections 14 Berlin, October 16-17 2018
Delivery Time
• 6 months in total
• 2 months analysis and design
• 1 month infrastructure and IBM software
• 3 months software development
• 2 months customization and integration
• 1 month onsite training for users and admins
• 1 month go live + mailbox migration

31. Social Connections 14 Berlin, October 16-17 2018
Project was fully managed in Connections

32. Social Connections 14 Berlin, October 16-17 2018
Most of the documentation was in wiki

33. Social Connections 14 Berlin, October 16-17 2018
“Bing bang” approach to migration

34. Social Connections 14 Berlin, October 16-17 2018
User training

35. Social Connections 14 Berlin, October 16-17 2018
User documentation

36. Social Connections 14 Berlin, October 16-17 2018
Sociální platforma

37. Social Connections 14 Berlin, October 16-17 2018
It Works!

38. Social Connections 14 Berlin, October 16-17 2018
The Advantages
• Common UX
• Choice of mail client and OS
• Centralized management
• Licensing (free external users)
• Modularity and configuration options
• Open for further development

39. Social Connections 14 Berlin, October 16-17 2018
After One Year…
• Domino Apps
• Notes
• Connections
• Forms
• Sametime

40. Social Connections 14 Berlin, October 16-17 2018
IBM Connections
• 99.827 % availability over 1 year

41. Social Connections 14 Berlin, October 16-17 2018

42. Social Connections 14 Berlin, October 16-17 2018
Adoption of IBM Connections
• Top-down approach
• 100 communities from the start
• Breakdown by functional areas

43. Social Connections 14 Berlin, October 16-17 2018
Points of caution
• How external users follow communities
(pre CR3)
• Finalization of files (locking final versions)
• File naming conventions and folder
structures
• ESN vs CMS/DMS paradigm

44. Social Connections 14 Berlin, October 16-17 2018
Case study available

45. Social Connections 14 Berlin, October 16-17 2018
Thank You!
Jan Valdman
jan.valdman@whitesoft.eu
+420 603 590 152
Contact us to learn more about WhiteCAT

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