1. IST4Balt workshop, 07/04/2006 Riga, Latvia1 eCollaboration tools for IST4Balt project management Dr. Anatoly Solovyev (EDNES)

2. IST4Balt workshop, 07/04/2006 Riga, Latvia2 Goals of Workpackage 5 “IST tools for EU-Baltic States team work: pilots” –Develop community in the Baltic countries capable to operate efficiently in modern information society –Develop methodology for selecting eCollaboration tools for their further demonstration and application within the IST4Balt project –Basing on the methodology select 3-4 innovative IST developed or other eCollaboration tools applicable for EU-Baltic States team work or useful for information society development in the Baltic States in the field of the Strategic Objectives 2.3.2.6, 2.3.2.10, 2.3.2.3, 2.3.2.7, 2.3.2.9 and carefully evaluate the selection –Demonstrate (on non-commercial basis) potential of the selected EU telematics products at the project conferences, workshops, Web-sites, training courses, News Journals, etc. –Adapt, as pilot examples, selected eCollaboration tools for IST4Balt project management activities and everyday collaboration between the partners –Prepare a report on the pilot implementation of eCollaboration tools in the Baltic States with focus on what kind of tools are really needed to be developed as far as their implementation in Latvia, Lithuania and Estonia are concerned eCollaboration tools for IST4Balt project management

3. IST4Balt workshop, 07/04/2006 Riga, Latvia3 Step I. “eCollaboration tools selection methodology and preliminary evaluation” –Prepared in June 2005 by independent experts in collaboration with EDNES, INFOBALT and VITP –Contents include: 1.Types of tools 2.Tools for project management 3.Tools for team work 4.Tools for teleworking 5.Tools for presence awareness and/or collaborative browsing 6.Common criteria for tools 7.Information and knowledge interactive portal for IST4Balt project eCollaboration tools for IST4Balt project management

4. IST4Balt workshop, 07/04/2006 Riga, Latvia4 eCollaboration tools for IST4Balt project management

5. IST4Balt workshop, 07/04/2006 Riga, Latvia5 Step II. Methodology application, preliminary selection Methodology was applied to 97 eCollaboration tools (software for PM, KM, DM, Teamwork and Collaboration in real time)Methodology was applied to 97 eCollaboration tools (software for PM, KM, DM, Teamwork and Collaboration in real time) Using the basic principles of the methodology nine tools were preliminarily selected:Using the basic principles of the methodology nine tools were preliminarily selected: –BAL.PM (Balanced Project Management) –BSCW (Basic Support for Cooperative Work) –HyperOffice –Marratech –MWlive –Projectplace.com –Subversion –WorkSmart –Xerox DocuShare The special meeting of the IST4Balt Steering Committee devoted to the preliminary selection of eCollaboration tools was organized in Vilnius, Lithuania, on 25 October 2005 on the occasion of the IST4Balt Workshop eCollaboration tools for IST4Balt project management

6. IST4Balt workshop, 07/04/2006 Riga, Latvia6 Step III. Detailed assessment of the nine tools The investigation results are represented in Deliverable 4 “Report on adaptation of pilot tools for EU-Baltic States team work”. The report contents are:The investigation results are represented in Deliverable 4 “Report on adaptation of pilot tools for EU-Baltic States team work”. The report contents are: 1. Introduction 2. eCollaboration tools selection methodology (...) (...) 3. Methodology application 3.1. Preliminarily selected tools overview 3.1. Preliminarily selected tools overview 3.1.1. BAL.PM 3.1.2. BSCW 3.1.3. HyperOffice 3.1.4. Marratech 3.1.5. MWlive 3.1.6. Projectplace 3.1.7. Subversion 3.1.8. WorkSmart 3.1.9. Xerox DocuShare 3.2. Detailed assessment procedure description 3.2. Detailed assessment procedure description 3.2.1. Analysis and evaluation approach 3.2.2. Summarized information 3.2.3. Brief semi-structured information on tools 4. Practice of using eCollaboration tools 4.1. WorkSmart 4.1. WorkSmart 4.2. MarratechFree 4.2. MarratechFree 4.3 HyperOffice 4.3 HyperOffice 4.4. Plone/Zope 4.4. Plone/Zope Annex 1. Complete list of eCollaboration tools eCollaboration tools for IST4Balt project management

7. IST4Balt workshop, 07/04/2006 Riga, Latvia7 Detailed assessment of the nine tools: comparative table with the summarized featuresDetailed assessment of the nine tools: comparative table with the summarized features eCollaboration tools for IST4Balt project management

8. IST4Balt workshop, 07/04/2006 Riga, Latvia8 Detailed assessment of the nine tools: general information on each tool in table format (BAL.PM, Projectplace, BSCW, …)Detailed assessment of the nine tools: general information on each tool in table format (BAL.PM, Projectplace, BSCW, …) …... eCollaboration tools for IST4Balt project management

9. IST4Balt workshop, 07/04/2006 Riga, Latvia9 Conclusions (1/2):Conclusions (1/2): –A unified single tool that provides all features for PM, team work, DM and communication does not exist –Therefore preliminarily we can suppose that the best solution is to use three types of tools: One for project managementOne for project management One for document management, collaborative work and communicationOne for document management, collaborative work and communication One for communication and collaboration in real timeOne for communication and collaboration in real time –The best tool of the first group (PM) is BAL.PM, which provides both task management, scheduling and all resources management –Subversion is the best tool of the second group (DM) –The tools of the third group (Communication in real time) are Marratech and MWlive. Marratech is more powerful as well as it has a lot of additional features –The tools of the fourth group (Integrated tools) are BSCW, HyperOffice, Worksmart and Xerox Docushare: All these tools have almost the same list of featuresAll these tools have almost the same list of features Selection of the best tool depends on the weights of criteria or indicatorsSelection of the best tool depends on the weights of criteria or indicators If the most important criterion is price then HyperOffice should be selectedIf the most important criterion is price then HyperOffice should be selected If we are interested more in integration with some PM features we should select BSCW or WorkSmartIf we are interested more in integration with some PM features we should select BSCW or WorkSmart If we are interested in mobile access (one of the focuses of the IST4Balt project) we should select BSCWIf we are interested in mobile access (one of the focuses of the IST4Balt project) we should select BSCW If we are interested in developing application using simple database we should select WorkSmartIf we are interested in developing application using simple database we should select WorkSmart eCollaboration tools for IST4Balt project management

10. IST4Balt workshop, 07/04/2006 Riga, Latvia10 Conclusions (2/2):Conclusions (2/2): –Therefore the best solution is to analyze three tools from different groups: BAL.PM, Marratech and BSCW (if we do not consider additional criteria listed above as the most important) –If we do not need all project resources management (e.g. we need only tasks management) we could use BSCW for the PM (which provides task management feature). For other resources (costs, labor) management, tracking and reporting we should use some simple tools, e.g. Microsoft Excel and Word –If we do not need all the features of communication and collaboration in real time (provided by Marratech) we should use only e-mail (provided by BSCW and Microsoft Outlook) and free VoIP, e.g. Skype, for real time communication –Therefore the final solution depends on the list of features needed for the project implementation and management and weights of criteria eCollaboration tools for IST4Balt project management

11. IST4Balt workshop, 07/04/2006 Riga, Latvia11 Step IV. Final selection Basing on the conclusions elaborated the following eCollaboration tools for IST4Balt project management and EU-Baltic States team work were finally selected:Basing on the conclusions elaborated the following eCollaboration tools for IST4Balt project management and EU-Baltic States team work were finally selected: –BSCW – Basic Support for Cooperative Work (document management) Fraunhofer Institute for Applied Information Technology, Germany –Marratech (real time communication) Marratech AB, Sweden Final selection of eCollaboration tools was carried out by the IST4Balt Steering Committee in Tallinn, Estonia, on 9 December 2005 on the occasion of the IST Training Day eCollaboration tools for IST4Balt project management

12. IST4Balt workshop, 07/04/2006 Riga, Latvia12 Overview of the selected tools BSCW is based on the notion of a shared workspace that may contain all kinds of objects (documents, tables, graphics, spreadsheets, links to Web pages, …)BSCW is based on the notion of a shared workspace that may contain all kinds of objects (documents, tables, graphics, spreadsheets, links to Web pages, …) eCollaboration tools for IST4Balt project management –Members may upload, edit or download documents to the workspace –Keeps the members of a group informed about each other’s relevant activities in the shared workspace –Provides user/group management and maintains stored documents –Applies access control to the shared workspaces –Requires no software installation at the users’ sites BSCW concept

13. IST4Balt workshop, 07/04/2006 Riga, Latvia13 Overview of the selected tools The most important features of BSCW are:The most important features of BSCW are: eCollaboration tools for IST4Balt project management –Authentication –Version management –Mechanisms for locking docs –Discussion forums –Annotations and ratings –Event notification –Search facilities –Email integration and much more BSCW interface

14. IST4Balt workshop, 07/04/2006 Riga, Latvia14 Overview of the selected tools Marratech is the Internet solution for real-time collaborationMarratech is the Internet solution for real-time collaboration eCollaboration tools for IST4Balt project management

15. IST4Balt workshop, 07/04/2006 Riga, Latvia15 Overview of the selected tools Marratech additional featuresMarratech additional features –Private ‘one-to-one’ conversation with any participant –Recording and playback of the entire net meeting including voice, video and whiteboard –Calling remote people into the video net meeting even if they are away from a computer –Security end-to-end encryption for entire meeting including voice, video and documents –Presenting or ‘broadcasting’ to an unlimited audience –Works on Mac, Windows and Linux eCollaboration tools for IST4Balt project management