Enterprise Collaboration

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Enterprise Collaboration
A Virtual Global Team Environment
Albert Nel Product Manager IA Systems albertn_at_iasy
stems.co.za
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Agenda

• What is Enterprise Collaboration?
• Driving Factors
• The Solution
• Solution Definition
• Business Value
• Trends
• Key Elements of Enterprise Collaboration
• Enterprise Collaboration Solution
• Summary

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What is Enterprise Collaboration

• Collaboration,
• enables users to closely share expertise
  regardless of organizational boundaries
• is the key to rapid information dissemination
  and decision making
• enables companies to facilitate broader and
  deeper relationships by providing customers with
  a diverse set of communication options.
• A collaboration infrastructure underpins broad
  information sharing investments, thereby reducing
  redundant intellectual property creation and
  ensuring the leverage of subject-matter experts
  Both real-time and asynchronous collaboration
  services enable companies to ignore geographic
  boundaries and work as virtual enterprises
  - META Group

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Driving Factors

• New dynamic business environment
• Interdepartmental project teams
• Disparate locations
• External constituents globally
• Multiple devices used to communicate
• Instant communication expected throughout project
  scope
• Fierce Competition
• Client communication expectations
• Access to documentation 24 x 7
• Ability to communicate with team members
  internationally
• Ability to monitor and be notified of progress
• Ability to react and discuss instantaneously

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Driving Factors
The Business Need

• Real-time business decisions across the
  environment
• Single repository for enterprise information
  collaboration
• Secure communication between constituents
• Accelerate exchange of mission-critical
  information from multiple access points
• Device independence to enable constituents to
  communicate with chosen device from any location
• Simplified administration of multiple projects,
  and users (internal external)

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Driving Factors
The Business Problem
Phone, Fax, Mail, E-mail
Remote Participants
Repositories, Knowledge, Expertise The Unknown
Project Leader
Travel
Remote Participants
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Agenda

• What is Enterprise Collaboration?
• Driving Factors
• The Solution
• Solution Definition
• Business Value
• Trends
• Key Elements of Enterprise Collaboration
• Enterprise Collaboration Solution
• Summary

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Solution Definition

• Enhance cross-functional group interaction
• Increase knowledge capture and retention
• Provide operational efficiencies
• Improve organizational responsiveness
• Facilitate organizational learning
• Facilitate identification and sharing of expertise

• Shared best practices
• Improve communications, especially customers
• Speed time to market
• Accelerate timelines and reduce costs (travel,
  etc.)
• Increase Velocity of Innovation
• Improve user experience

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Driving Factors
The Business Problem
Phone, Fax, Mail, E-mail
Remote Participants
Repositories, Knowledge, Expertise The Unknown
Project Leader
Travel
Remote Participants
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Solution Definition
Business Partners
Remote Collaborators
Customers
Mobile Devices, Laptops, Desktops
Web-Based, Secure Environment
Administrators
Content, Discussion, Tools
Internal Staff
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Solution DefinitionExpected Results

• Optimized commerce chains
• Streamlined business processes
• Improved customer relationships
• Accelerated project cycles
• Best practices replication
• Reduced work redundancy
• Knowledge capture and retention
• Above all greater productivity, profitability,
  and extended investment in technology

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Business Value Benefits and ROI

• Organizations
• Reduced cost
• Streamline project-based work
• Faster time-to-market
• Teams
• Work from a centralized collaborative workspace
  with tracking features
• Collaborate in real-time
• Access all project related information.
• IT
• Integration with Enterprise Content Management,
  Business, and Productivity applications
• Customizable web browser access

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Current and Emerging Trends

• Traditional Practice
• Phone, Fax, Mail, E-mail, Travel, Office Meetings
• Serve immediate purpose, but no knowledge
  retention, or centralized content repository. Can
  be inefficient methods of collaborating.
• Current Trends
• E-mail, Instant Messaging, Mobile Devices, Web
  conferencing, Teamware, Extranets
• All point solutions.
• The greatest collaborative results can be
  achieved when these point solutions are unified
  in an Enterprise Content Management solution
• Emerging Trends
• By 2008, contextual collaboration will span
  customers, employees, and partners, creating
  time-to-market, problem resolution, and travel
  displacement efficiencies. Companies that
  judiciously invest in collaboration services
  through 2006 will almost certainly gain a
  competitive differential over market rivals.
  Meta Group

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Key Elements Building Blocks of Collaboration

• Technical Platform web based, intuitive, wizard
• Asynchronous
• Synchronous
• Integrated with ECM
• Secure Communications Permissions model
• Localization
• Mobility

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Key Elements Building Blocks of Collaboration
Figure 1 Sample Core Collaboration
PortfolioSource META Group
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Agenda

• What is Enterprise Collaboration?
• Driving Factors
• The Solution
• Solution Definition
• Business Value
• Current Trends
• Key Elements of Enterprise Collaboration
• Enterprise Collaboration Solution
• Summary

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Hummingbird Enterprise
Hummingbird Enterprise is a state-of-the-art
integrated enterprise content management platform
that enables organizations to unlock the value of
business content and provides the foundation for
building process-centric enterprise content
management solutions
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Enterprise Collaboration

• Enterprise Collaboration
• A core component of the Hummingbird Enterprise
  content management suite
• Hummingbird Enterprise Collaboration
• The highly secure, web-based, core collaborative
  workspace for dispersed teams across and beyond
  the enterprise
• Hummingbird Enterprise IM
• Hummingbird Enterprise Mobility
• Hummingbird Enterprise DM/RM
• Hummingbird Enterprise Webtop

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Key Elements Building Blocks of Collaboration
- Enterprise Webtop- Mobility
- Collaboration- IM
- DM- RM- E-Mail Management
Figure 1 Sample Core Collaboration
PortfolioSource META Group
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Enterprise Collaboration Solution Managing
Projects

• Straightforward, intuitive browser interface
• Project
• Templates
• Calendaring
• MembershipManagement

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Enterprise Collaboration Solution Including
External Participants

• Invite participants, distribute using email
  URL, no download
• Organize users and groups using Organizations
• User management with corporate directories and
  relational databases

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Enterprise Collaboration Solution Including
External Participants

• Delegate just enough
• Encrypt repository outside firewall sub-set of
  corporate content
• Secure transmissions using SSL/HTTPS
• Control visibility of content, users and user
  actions

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Enterprise Collaboration Solution Managing
Users, Groups, Organizations

• Create/Modify Groups and Users
• Users can be automatically created (if HCS
  Authentication Service CAP enabled)
• Flexible Organizational structure and
  administration

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Enterprise Collaboration Solution Incorporating
and Reviewing Content

• Mirror or move documents
• Create and manage review versions
• Comments through instantmessaging, threaded
  discussions
• View user presence of project team members
• Assign and update tasks
• Incorporate external content

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Enterprise Collaboration Solution Collaborating
in Real-time

• Schedule, conduct, and capture meetings and
  discussions
• Collaborate in context

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Enterprise Collaboration Solution Collaborate
from the Enterprise Webtop
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• Collaborate from Enterprise Webtop
• Convenient access to other applications (3rd
  party included)
• Collaboration e-Clip plug-ins from user page
• Full text searches across enterprise apps
• Receive Collaboration messages thru Webtop
  messaging

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Enterprise Collaboration Solution Leveraging
your Document Management system

• Can import documents from DM while in
  Collaboration
• Can also push documents to Collaboration ,
  while working from DM
• Collaboration documents can be mirrored or
  copied from DM
• Internal and external participants can
  collaborate on documents they are secured to
  access
• Users work across the DM system and collaborative
  environment seamlessly publishing and
  controlling content from one to the other from a
  common user interface

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Enterprise Collaboration Solution Participating
when Mobile

• Collaborate and interact using wireless devices
• Palm, PocketPC, SmartPhone, Blackberry
• Deliver alerts and notifications
• project tasks overdue, new review version, new
  meeting, etc. 
• Communicate with other users
• Via SMS, email, threaded discussion, or in
  real-time
• Participate
• Review documents, read threadeddiscussions,
  complete tasks

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Enterprise Collaboration Solution Finding and
Organizing

• Automatically generatedTable of Contents
• Move content and folders
• Search contentand metadata
• Set up saved searches and search agents

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Enterprise Collaboration Solution Capturing Best
Practices

• Use Project Templates
• Track what was done when, by whom
• Create a project snapshot
• Get feedback through surveys

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Enterprise Collaboration Solution Preserving for
Risk Mitigation

• Read-only Project using a Data Room
• Archive to CD Project Snapshot
• Capture as Record
• Granular control over logging instant messaging
  discussions and one-way messages

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Enterprise Collaboration Solution Security

• Provide secure access to project documents,
  discussion threads, task lists, and schedules
• Provide a sophisticated security model that
  enables extensive customization of access rights
  at the project, folder, and document level for
  individual users, groups of users, or
  organizations
• Secure Messages
• Secure Communications Extremely secure
  repository with 168 bit Triple DES encryption to
  ensure that only authorized project participants
  can access sensitive information.
• Documents and Collaboration pages have a
  no-cache setting
• Files cannot be re-used from the browser cache
  and temporary files area without checking back
  against the server for an active session

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Agenda

• What is Enterprise Collaboration?
• Driving Factors
• The Solution
• Solution Definition
• Trends
• Key Elements of Enterprise Collaboration
• Business Value Benefits and ROI
• Enterprise Collaboration Solution
• Summary

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Summary

• Empower end users by giving them access to
  people, processes, content, and knowledge in a
  collaborative environment
• Gain competitive advantage by accelerating
  project timelines, generating best practices,
  maximizing knowledge capture and retention
• Above all, maximize ROI by simplifying the way
  users work while increasing productivity, and
  shortening timelines

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Enterprise CollaborationThank you
Albert Nel Product Manager IA Systems albertn_at_iasy
stems.co.za