Desktop Sharing

By: Dare to Share Team

Dare to Share

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Team Members

Alla Trakhtengarts - Webmaster Michael Howard – Team leader Tariq Vora – Meeting Notes Taker Yahia Alqrishah – Presentation Leader /

Agenda Creator

Agenda

Intro to Desktop Sharing

Dimension Matrix

Use Case 1

Use Case 2

Tool List

Product Chosen

Meeting tools

Conclusion

Questions

Introduction

Desktop Sharing is a common name for technologies and products that allow remote access and remote collaboration on a person's computer desktop.

Desktop Sharing allows people to collaborate remotely using a common tool.

Dimension Matrix Dimensions

ActivitiesSecurity Functions User Friendly Group Size Compatibility Communication

Remote Collaboration X X X

Sharing of data/files X X X X

Conduct Virtual Meetings X X X

Network Socialization X X X

Provide hand on Training X X X

Dimension Matrix(Cont.)

Use Case #1 - Sharing of Data/Files

Company: Ventura Industries

  Company Location:

Norfolk, Virginia (North American Headquarters)

  Name/Age / Job Title:

Edward Johnson, 42, Vice President of North American Operations 

Goal:   Implement a

program that would allow the North American operations, to instantly share data/files with their colleagues located at their corporate Headquarters in Manchester, England.

Ventura Industries is manufacturing company that produces aftermarket parts for farming equipment. They first opened in Manchester, England in 1964, and have traditionally sold their products in Western Europe. In 1999, the board of directors decided to expand their market share, and open another manufacturing facility in North America.

  They figured Virginia would be a prime location, as they could communicate daily with the North

American office, as they would only be five hours behind. The board of directors believed that communicating with their colleagues in Norfolk, would be critical to their success.

Since the company was engineering and production focused, they depended on sharing data between offices. However, the files they are sharing are typically AutoCAD drawings, which were very large files. They found that sharing these files over the internet was not easy, as they usually took very long to transfer, and continually would cause errors.

Edward Johnson, who was in charge of the North American office, was aware of these file transfer problems. He continually found faxes of AutoCAD drawings on the fax machine in the morning. He approached his senior engineer, and discovered that their colleagues in England had been faxing drawings overnight. This posed a problem, because any corrections that need to be made had to be done manually on “either side of the pond”. This was certainly not efficient, and had to be corrected. The engineering staff needs to be able to look at and modify drawings in the same virtual setting.

Before coming to Ventura Industries, Edward Johnson worked in the IT department for a large competitor of Ventura Industries, and believes he can solve their file sharing problems. He needs a solution as soon as possible, and that will not gouge his IT budget.

Use Case #1 - Sharing of Data/Files Scenario

Usage Frequency:   This solution will be

used daily for the offices to communicate and to share files.

Primary Users:   Design engineers. Production

engineers. Sales engineers. Other key managers.

Requirements: Mr. Johnson needs a fast

and reliable source to share files, with employees located in any given area.

The ability to modify AutoCAD drawings simultaneously with employees.

This solution has to be affordable, and well within the companies $50K IT budget.

The need for training for all potential users of this virtual file sharing solution.

Use Case #1 - Sharing of Data/Files

Use Case #1 - Sharing of Data/Files Potential Hurdles: Mr. Johnson needs to sell

this virtual concept to his senior leadership, who are not very technically savvy.

Training employees in Norfolk, Virginia and Manchester, England, might pose a logistical problem.

There might be some resistance from employees who are not willing to adapt to new technology.

Trigger:  The inability to share

AutoCAD files in real time.  Assumptions:  All users will need AutoCAD Other key managers will most

likely use this solution when needed, i.e. important  decision, or to collaborate with engineers regarding certain designs.

Added bonus:  This solution can be used

more for then just sharing AutoCAD files.  This   program could be used for all company communications.

Use Case #2 - Conduct Virtual Meetings

Company/Institution/Group:Abbott Labs

Department:IT Application and Tools group

Company Location: Headquarters - Abbott Park, IL (Lake County)

Goals: The two project managers, Ken

Robs and Timmy Wok need to find a virtual tool that will allow them to conduct meetings.

The ability to have presentations during the meetings and for the team members all over the world to be able to see them.

Fast and reliable tool that will allow smooth virtual communication between members.

For the team to post feedback to a presentation or documents and for other members to be able to see the questions and comments.

Use Case #2 - Conduct Virtual Meetings Scenario

Abbott Labs is a global healthcare company devoted to discovering new medicines, new technologies and new ways to manage health.

Currently all the IT groups use paper method process to perform unit and validation testing for the software applications that they implement. The IT Application and Tools group that is managed by Brett Smitt decided to propose a solution to implement an automatic testing application (Quality Center) that will allow testing groups all over the world to perform paperless testing.

It first targeted three testing groups in Lake County, New York, and Germany. To implement this project, a team of 20 people were put together. Since the team members were at different parts of the country it was a challenge to

schedule meetings based on the time zone differences. The project managers communicated with the team using emails and phone conversations, but they later realized that it was inefficient because by the time they responded to an email a team member in another country already went home and they had to wait for an answer until the next day.  When Ken a Timmey needed feedback on the presentation, they would sent out the presentation via email and then would receive email from varies people with feedback and questions.  As soon as they would answer the questions asked, there would be emails with more questions from the team.  A lot of the questions were similar and since the team was not able to communicate all at the same time, project managers spend a lot of time answering individual questions.

The team realized that a lot of time was wasted and it was difficult to get all the members together to make decisions and conduct brainstorming sessions. The Project Managers realized that they need a Virtual Application that will be able to allow them to conduct meetings with all the team members that were involved on the project. They must find a tool that will allow them to conduct meeting effectively and be able to communicate with the whole team at the same time.

Use Case #2 - Conduct Virtual Meetings.)

Primary Users:   Project sponsor (Clive

Smith). Applications group

manager (Brett Smitt). 2 project managers

(Ken Robs and Timmy Wak).

2 Business System Analysts.

3 testing group managers.

10 testing resources.

Requirements: Conduct real-time group

meetings virtually. Cost effective tool under

10K per year. Being able to handle at

least 20 users at the same time.

Exchange files and post presentations.

Being able post questions and comments.

Use Case #2 - Conduct Virtual Meetings

Frequency of Activity:

One time kick off meeting

Weekly team meetings Weekly Tester meetings

Assumptions:  All the team users have PC

or laptops with Internet connection

Additional Software or licenses may be needed

VPN access may be needed

Added bonus:  Being able to record

the meetings Having Build-in chat

capabilities

Tool Chosen

IBM Lotus Sametime

Analysis of Tool Chosen:

Advantages: Communicate more quickly and more efficiently Strengthen your relationships with colleagues, business partners,

suppliers, and customers Find and access the expertise and knowledge throughout your organization Keep your projects on track and your team on the same page Extend unified communications to IBM Lotus Notes®, Microsoft® Office,

Microsoft Outlook or Microsoft SharePoint sites and applications (See application integration page.)

Use Web conferences to share presentations and documents Stay connected to your team, even when you are away from your desk Exchange IMs with people who use external, supported, public IM

networks, such as AOL AIM®, ICQ®, Apple® iChat™, Yahoo® Messenger and Google Talk

Factors to Consider:

Enterprise instant messaging and presence

Rich text, time stamps, spell check and emoticons

Multi-way chat Built-in VoIP and point-to-point video Out-of-the-box integration with desktop

productivity applications such as IBM Lotus Notes, Microsoft Office, Microsoft Outlook and Microsoft SharePoint. (See application integration page)

Optional file transfer integrated chat histories Location awareness Contact list with type-ahead and search Contact Business cards Managed interoperability with supported

public IM networks Web Conferencing Integration with supported audio, video,

and telephony systems

Free Trial for 60 days All of the product's features are

enabled, with the exception of Lotus Sametime Gateway and the associated interoperability with Public IM networks.

This trial is licensed for single-server, non-production use only.

IBM Lotus Sametime Standard for Extranet Processor Value Unit (PVU) License + SW Subscription & Support 12 Months $338.00

IBM Lotus Sametime Standard Authorized User License + SW Subscription & Support 12 Months $70.00

IBM Lotus Sametime Enterprise Meeting Server Processor Value Unit (PVU) License + SW Subscription & Support 12 Months $309.00

For more information Contact IBM at: https://www-112.ibm.com/software/howtobuy/buyingtools/paexpress/Express?P0=E1&part_number=D55Y0LL,D5CT2LL,D55Y2LL&catalogLocale=en_US&Locale=en_US&country=USA&PT=html&S_TACT=105AGX28&S_CMP=TRIALS

Features Price:

IBM LOTUS SAMETIME

Additional Desktop Sharing Tools:

Meeting Tools

Skype:

Email:

MindMeister:

PM440.pbworks:

Conclusion:

There are so many varies types of desktop sharing tools that are available in the market.

The tools need to be evaluated using varies criteria's before selecting the right tool to use.

There are new products that are emerging all the time.

Questions?