Tools for collaboration in HelvetasInterim Findings
March 2010Pete Cranston
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ToR, Activities and Assumptions Perception of Helvetas
– Use of ICT– Approaches to Knowledge and Information– Usage and perceptions of Donyaso– International Office Capacity
Choices Option Models
– Integrated– Loose
Next Steps
Brief: Evaluation of Helvetas use of Collaborative Technologies
“take account of current uses and functionality of the Helvetas intranet (Donyaso), as well as other collaborative technologies which are currently being used on a regular basis (ie., PBWorks, Dgroups)...
not to outline application functionality ( but) to – examine and analyze current uses of specific
applications– identify usage and functionality gaps– provide input into deliberations around whether future
investments would build on the existing Lotus Notes/Domino core infrastructure or consider moving to a substantially different platform.
Research activities to date
Background documentation– including the KS strategy; ICT Board briefing
presentations and papers by Riff and Manfred; PMS evaluation; single sign on proposal; interviews with three Zurich based staff; personas
– Status and content of current reviews into PMS, Accounting and Internet/F&C systems
6 Interviews– Manfred Berger, Barbara Hahn, Andreas Hekler
(Controller), Walter Leissing, Stefan Stolle (Head of C&F), Riff Fullan
Surveys– Online: approx. 200 resp., average 105 complete– International Offices ICT capacity
Assumptions Organisationally the coming together of Helvetas and
Intercooperation is generating significant additional workload in terms of process and system harmonisation.
Helvetas is in the middle of a series of ICT reviews, including of the PMS, Accounting, Fund Raising, and the external-facing online presence, all of which bear on this review. As of 28/2/10:
– Andreas Hekler confirmed that Helvetas is likely to choose AbaProject as a replacement for the current PMS, Pacaya
– Helvetas will continue to use FunTrade – The review of tools to support external facing web
platforms is still to report developing or replacing the current toolset to support
collaboration is unlikely to be a major focus until the end of 2010 at the earliest, and probably later
Online Survey - headlines
People use ICT tools to communicate Knowledge Sharing
– islands of collaboration, limited inter-island traffic– echoes the good practice of fundraising, “we talk, we
use a commonly understood shared file system” Donyaso
– Most staff appreciate some functions, few are enthusiastic, some very frustrated
– Usage of core collaborative spaces is low, suggesting overall usage focus on PMS, personnel information and static information
International Offices - Googlisation
Roughly equivalent to European broadband A - Bhutan, Kyrgyzstan (electr.) B – Afghanistan (VSAT), Vietnam (Hanoi +
HCMC) C - Ethiopia (Addis), Benin, Tajikistan
(Dushanbe), Mali, Laos– All with electricity issues
Development NGO system choices
Rule Based Complex/Chaotic
HaitiSupporterManagement
Loose
Tight
SYSTEMS
NGO OPERATIONS
Options
Invest in Donyaso Invest in integrated corporate collaborative
tools– Full featured– Light
Open Architecture
Donyaso – a lost opportunity
Lost champion Platform limitations (not insoluble) Lack of investment in available improvements Significantly limited Notes mail implementation Low level of confidence, usage and interest Notes infrastructure under question (PMS,
Accounts, external Internet/Communications environment review)
Availability of quality, free/public alternatives Interest in and support for alternatives
The challenge of moving on from Donyaso
Feature
Staff profiles
Wiki
Blog
Document repository
Discussion board and archives
Communities of Practice
Lessons learnt
Thesaurus
Full-text search (of all resources, or filtered by category of information object)
Web interface to email
Automated newsletter
Calendar
Invest in Donyaso
Advantages– Supplier & Helvetas– Leverage existing infrastructure and staff capacity– Integrated System– Infinitely (though expensively) configurable
Disadvantages– Intricacy and complexity of the solution– Need for major improvements– No momentum– Move to AbaProject– IBM commitment– Range of other packages available– To date poor multimedia handling– Less effective without Notes client
Fully featured corporate solution – Lotus Connections
Advantages– Integrated System– Infinitely (though expensively) configurable – Developing a good reputation
Disadvantages– Integrated system– Major bespoke development– Integration with current Notes environment
(IDESO)
Fully featured corporate solution -the Microsoft family
Advantages– Integrated solution– Low risk in terms of company and product
life– Modern, familiar, evolving interface– Cost
Disadvantages– Integrated Solution (AbaProject)– Tightly organised, less reputable as a CoP
solution
Integrated solution lite – e.g. Karl
Advantages– Managed in-house, effective security and user
management– Well designed and featured collaboration package– Open Source– Data held in-house
Disadvantages– New development– Small user base – Multimedia content handled moderately– Internet access, though wiki and blog can be updated
by mail
Open Architecture
Donyaso Open Applications Karl Staff profiles Use a Social Network builder such as Ning
or, possibly, a network such as Linked In Dgroups has basic profile functionality Build in/or from an HR system
Y
Wiki PBworks or one of many other wikis Y Blog Google Blogspot, WordPress Y Document repository
Core Project Documentation will be in AbbaProject. Other documents can be stored in a Wiki or possibly a Google Site
Y
Communities of Practice
Dgroups or other email groups Configurable social media, Ning et al
Y
Discussion archives
A subset of CoP Y
Lessons learnt A subset of CoP N Thesaurus N Full-text search Google custom search Y Mail Either stay with Notes but install the client
globally or migrate to an alternative system N
Web interface to email
Normally part of the mail package. N
Automated newsletter
To be developed N
Single sign on This can be provided by third party solutions Y
Open Architecture
Advantages– Best of breed in each situation – Continuing development within each platform– Can be loosely coupled and linked– Flexible in response to complexity– Attractive, modern interfaces
Disadvantages– Possibly multiple sign in– Multiple interfaces– Data held offshore– Internet Access only– Probably sizeable internal investment in adaptation,
culture change and capacity development
How can ICT tools support and increase collaborative behaviour?
Treat Accountability and Learning differently– AbaProject, will have all the core
accountability documents; mandatory, formal reviews and evaluation
Learning is a social process– Only conversations bridge the islands– Tools to support conversations– Welcome redundancy of content
Quick wins
Simplify, simplify, simplify – processes & systems
80% of international offices to the standard of European home broadband by end 2011
Minimise documentation, archive and delete ruthlessly
Invest in conferencing software Invest in Training
Summary of findings Donyaso should be phased out and Helvetas
“future investments should consider moving to a substantially different platform“
Implement quick wins Examine alternative options in more detail Develop 24 month road map for replacement
– Achieve consensus on priority requirements– Review solutions & prototype options– Plan and implement
Next Steps
Costing Estimates? 6 further interviews of staff identified from online survey,
to help develop checklist for priority improvement Final report
