IBM Lotusphere Comes to You Réunion de printemps du SNoUG

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1 IBM Lotusphere Comes to You Réunion de printemps du SNoUG Une décision intelligente dans un environnement hétérogène Processus d évaluation et implémentation de Lotus Notes à l Université de Zurich; court rapport d expérience de Lotus Roberto Mazzoni Responsable de projet, Université de Zurich Roman Meng Responsable applicatif Lotus, Université de Zurich 25 mars IBM Corporation

2 Une décision intelligente dans un environnement hétérogène Content The University of Zurich Evaluation Sound reasons - Why Lotus Project Present and future Impressions from Lotusphere Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

3 Une décision intelligente dans un environnement hétérogène The University of Zurich 3 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

4 The University of Zurich mission statement Carries out scientific work in research and teaching Provides services for the benefit of the public Is committed to high quality and aligns itself to the top international standards Promotes free discussion and collaboration of the disciplines As the largest Swiss university, it is committed to the diversity of scholarship and supports all relevant disciplines Strives for the greatest possible degree of self-government and shared responsibility of its members as well as equal opportunity at all levels Promotes the intellectual, technical and personal development of its members 4 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

5 The University of Zurich positioning The largest university in Switzerland with over 24,000 students International comparison: Oxford: 20,000 students Member of the League of European Research Universities (LERU) Rated 54 in the Shanghai Ranking Academic Ranking of Word Universities 2009 by the Jiao Tong University Shanghai Schrödinger supercomputer ranked 96 in November Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

6 The University of Zurich numbers Total income/costs: billion CHF / Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

7 The University of Zurich structure People with guests approximately 35,000 members over 24,000 students approx. 490 professors approx. 2,700 academic personnel approx. 2,000 administrative personnel approx. 800 private lecturers / nominal professors approx assistant lecturers numerous guests decentralized and self-governed 180 self-governed units 7 faculties approx. 150 institutes about 15 competence centers numerous associated institutes 7 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

8 Une décision intelligente dans un environnement hétérogène Evaluation 8 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

9 Evaluation needs and goals Starting position The university's IT strategy retains the evaluation of a groupware (Nov 2005) Open tenders in April 2007 Replacement of the systems (approx. 35,000 users) Replacement of an existing calendar system (approx. 1,000 users) Core team of 12 UZH employees, 6 of them from the IT service Targets Primary: Schedules Contacts Synchronization with mobile devices Secondary (possibly also as future extensions) Tasks Document management Synchronous communication Workflows 9 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

10 Evaluation challenges Local and autonomous 7 faculties with 150 institutes spread over 3 locations at various places within Switzerland Institutes with very high degree of autonomy Local IT support Many operating systems 40 % Windows, from Windows 2000 to Windows7 40 % Mac OS, from 9.x to OS X % other, mostly Linux of various distributions and some exotic ones Multilingual German as primary language English required Others must be possible 10 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

11 Evaluation offering Offers encompassed the following products Microsoft Exchange IBM Lotus Notes Novell Groupwise Xandros Scalix Kolab 11 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

12 Une décision intelligente dans un environnement hétérogène Sound reasons - Why Lotus 12 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

13 Sound reasons - Why Lotus criteria February 2008: official recommendation of the university management Evaluation alone lasted almost 1 year No decision is easy Recommendation: Lotus implemented with the help of IBM Clients Highly heterogeneous environment at the UZH ( diversity / autonomy) Broad, supported client infrastructure at the latest release level Central importance of the Web frontend: covers basic functions Technology Server infrastructure leaves a very solid and sophisticated impression. ( high quality) Scalability and extension possibilities with other Lotus products Also great flexibility in the host operating system for the servers Good documentation 13 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

14 Sound reasons - Why Lotus criteria Scope of function / flexibility Very broad (!) scope of function, very well covered to a great extent Coverage of demands with regard to Accessibility and Usability ( equal opportunity) Potential for closing existing gaps (IMAP, in some cases problems with OSX clients, etc.) Open platform with possibilities for expansion and further development ( self-management / autonomy) Costs Within a 3-5 year perspective with a favorable and transparent cost structure License model The university treats all members (~35,000) equally and offers them all the opportunity to use the system ( equal opportunity) Flexible offer, well suited to the purposes of the UZH Supplier as implementation partner 14 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

15 Une décision intelligente dans un environnement hétérogène Project 15 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

16 Project Phases Project management UZH/IBM 4 project phases Phase 0 Planning and Design Phase 1 Implementation of IT services Implementation Test Migration Phase 2 Implementation of central services (ZDU) & pilot institute All central service units (40) 9 pilot institutes from various faculties From 24 th March 2010, 1400 Lotus users Phase 3 Implementation of institutes, guests and partners Phase 4 Implementation of students 16 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

17 Project structure Phase 0 23 employees from IT services 7 employees from institutes 2 employees from IBM 15 topics in 27 workshops Draft design completed in September 2008 Detail design January 2009 First version 8.5 or fulfilled UZH demands August 2009 start with 8.5 for the IT services Q4 2009: appears Jan 2010: Fix Pack 1 for (Mac OS X 10.6, Windows7, Firefox 3.5) 17 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

18 Project implementation Three clusters each with two mail servers (redundancy and outage security) Rollout of roaming clients for all supported platforms Multilingual templates and mail files (German/English) Parallel inotes for Web access Parallel IMAP/POP for clean access Everything redundant in the cluster with a solution that is transparent for the user, also for IMAP, POP, inotes and Traveler Synchronization of mobile devices (iphone, Nokia, Windows Mobile) with Traveler Real time communication with Sametime 18 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

19 Project solutions Out of Office RFC 5230 not adhered to (reply with lists) PMR May complies with RFC 5230, no hotfix! 18 months to comply with RFC IMAP Folder sent/designs for IMAP client and Notes/iNotes not identical Solution contained in Codedrop3 Also in 8.5.1, only cluster-capable with hotfix Missing synchronization for read/unread marks (PMR since one year) S/Mime - encryption Encrypted s will not be forwarded Hotfix for 8.5, resolved in Difficulties with inotes 19 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

20 Project findings inotes is unfortunately not Notes Not identical signatures Not identical Out of Office settings Address book entries can only be marked private in inotes, not in Notes Private calendar entries are not shown in inotes with Delegation Mail rules in inotes can not be removed Reservations can not be accepted in inotes 20 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

21 A smart decision in a heterogeneous environment Present and future 21 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

22 Present and future conclusion IBM: provider and implementation partner Flexible, reactive and open minded to our needs Successful implementation for the central services Documentation: trifold for Notes / inotes, documentation on the Web, multi media library, blog No education carried out 2 orientation events with notes Four weeks after the implementation for the central services, support requests again at their normal level Difficulties partially caused by new Identity Management Difficult appreciation of the realization of function accounts via MailIn Mobile synchronization (10% of users with 85% iphone/ipod Touch) without support effort Coexistence of the old and new mail systems works Migration of the data with open source solution possible 22 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

23 Present and future wishes and dreams Faster support for the current versions Browser Operating systems Multi-lingual feature Transparent solution for multi-lingual feature Clean implementation of multiple languages CalDav / SyncML Subscription for the Notes calendar Broader cover for mobile devices 23 Lotusphere Comes to You and SNoUG Meeting 24th 2009 March IBM 2010 Corporation

24 The Customer Evangelist Panel Roberto Mazzoni Implementing Lotus in a heterogenous environment 24th March Lotusphere Comes to You and SNoUG Meet

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