Build More Effective Business Partnerships

04 – Build More Effective Business Partnerships

Build More EffectiveBusiness Partnerships

With IBM SmartCloud for Social Business

Gregory Sechuga – Manager Rational and ICS Competitive ResearchMark Moore – Senior Software Engineer

Build More Effective Business Partnerships


Renovations, Inc.’s Goals, Metrics, And Initiatives

Measuredby

Goal

sM

etri

csIn

itiat

ives

§ Travel and postage budgets

§ Deploy a social business infrastructure, IBM Connections, that will enable § Information sharing and reuse§ Better project organization and management

§ Provide a real-time communications infrastructure using Lotus Sametime and IBM Connections to enable rapid resolution of customer issues

§ Simplify and improve collaboration with partners, suppliers, and customers using IBM SmartCloud for Social Business

§ Time to locate information and expertise

§ Number of new innovations

§ Time from project launch to delivery

§ Business partner survey results

§ Customer survey results

§ Time to resolve severity one issues

3

Implemented by

Lower Operational

Costs

Improve Workforce

Productivity

Improve Time-To-Market

Improve Business

Relationships

Improve Project

Management


Internal Process

04 – Build More Effective Business Partnerships04 – Build More Effective Business Partnerships 4

Renovations, Inc. Wants To Improve Partnering Outside The Enterprise

Ted Amato, Renovations, Inc. VP of Marketing

Madison Armond, Renovations, Inc. CIO

Not so fast! • Adding all those external users to our

directory could overload my IT staff • I’m concerned about the risk of accidentally

exposing key internal documents to external users

• And those external users may not want to have their identities known to everyone in Renovations, Inc.

• And my plate is full!

IBM Connections is great! We’ve seen results already. But we need to see those same productivity gains and collaboration benefits with our partners, contractors, and tenants. Can we just add them?


Renovations, Inc. Wants To Improve Partnering Outside The EnterpriseI have just the solution for

you: IBM SmartCloud for Social Business. SmartCloud for Social Business extends Connections-like collaboration functionality outside the firewall to partners. Since it is cloud-based there is no need to host external accounts in the intranet, nor does it require IT administrative overhead

Dan Misawa, IBM Representative


IBM SmartCloud Helps Companies Overcome The Barriers To External Collaboration

04 – Build More Effective Business Partnerships 6

Technical

Budgetary

BarriersBarriers IBM SmartCloudIBM SmartCloud

§IT staff overhead from having to provision external users

§Security risk adding external user accounts to corporate directory

§Security risk allowing external users access inside the firewall

§No budget for travel in order to conduct face to face meetings

§Lack of funds to procure the hardware and software to deploy a separate system for external users

§Difficulty sizing the system for peak user demand

§Web Meetings with video allow for face to face communication without travel

§No upfront capital expenditures required, ‘pay as you go’ only for the number of users you need

§Choose the rate and pace of adoption you need without having to upgrade systems

§External users can provision their own user accounts without IT intervention

§External user accounts are kept separate from the internal corporate directory

§External user interaction takes place outside the firewall reducing risk to internal assets


SmartCloud for Social Business Is A Cloud Delivered Multi-tenant SaaS Solution


Low-Level Service High-Level Service

Few

Pro

vide

rsM

any

Prov

ider

s

RackSpace

Amazon EC2

Provides traditional computing resources such as servers, storage, and other forms of low level network and hardware resources offered in a virtual fashion over the cloud

Infrastructure As A

Service (IaaS)

Provides a hosted application framework such as an application server, database, or development tools

Platform As A Service (PaaS)

Software As A Service (SaaS)Delivery of packaged software on

demand and licensed in a ‘pay-as-you-go’ model


Renovations Employees Can Now Use Many Of The Same Connections-like Services Outside The Firewall


External Environment

Internal Environment

Events

IBM Connections

Meetings

Instant Messaging

Blogs

Wikis

Bookmarks

Forums

Homepage Profiles

Files Communities

Activities

Al MorenoGreenSurvey Environmental

Consulting Firm

Ed Al-AmonProject Manager

Heather ReedsMarketing

Forms

IBM SmartCloud for Social Business


SmartCloud for Social Business Is Available In Several Flavors Depending On Your Needs


CollaborationCollaboration

Mee

tings

Mee

tings

Email/CalendarEmail/Calendar

Smar

tClo

ud M

eetin

gsA

full-

feat

ured

, eas

y-to

-use

W

eb c

onfe

renc

ing

serv

ice

SmartCloud NotesAn online version of IBM’s popular Lotus Notes Email, calendaring and scheduling product

SmartCloud iNotes Web-based messaging service for Email and personal calendar

SmartCloud Connections Business network and collaboration services

SmartCloud Engage Standard Everything in SmartCloud Connections plus meetings

SmartCloud Engage Advanced Everything in SmartCloud Engage Standard plus email and calendar

Note: Please see your local IBM Sales Team for pricing. Tiered volume-based discounts are available.

SmartCloud Engage Standard is the one that

is most suitable for Renovations’ needs

* SmartCloud Archive EssentialsArchiving, compliance, e-discovery

04 – Build More Effective Business Partnerships04 – Build More Effective Business Partnerships

SmartCloud Engage Standard Has Features That Make It Ideal For Collaborating With External Partners

Files

Meetings Events

Chat Forms

Communities

Activities

People

10

A managed repository of documents with commenting and versioning

A centralized clearinghouse of documents, bookmarks, and discussion forums for a team or project

Ability to browse and connect with both colleagues and external users in order to work together

Allows tasks, documents, and links to be structured in a manner conducive to getting work done

Web meetings with desktop sharing, audio, and video

Management tools for hosting large scale events, seminars, and training sessions

See who is online and instant message them

Easily create web based forms to capture ad hoc information


A Community Is First Created To House All The Content Being Shared With Partners

Benefits

§Central repository for team data – reduces time hunting down information

§Searching and tagging allows specific artifacts to be quickly located

§Enhances project security by providing the project manager centralized access control


Activities Provide A Lightweight Project Management Framework To Get Work Done

Create a categorized list of to-do items that need to be done by partners and

suppliers

As tasks are completed they are checked off the list

Benefits

§Provides a universally accessible checklist of tasks, enhancing transparency and accountability between Renovations’ staff and partners

§This helps to improve relations with partners and ensures tasks are completed on-time helping the team hit their schedule


Forms Are Used By Renovations To Conduct Surveys Of Their Customers

Participants fill out the form from their browsers and the results are saved into SmartCloud

Benefits

§A survey was created using the forms functionality. The survey was sent to Renovations’ retail lessees to gather feedback on the upcoming Mega Mall

§This helps Renovations tailor Mega Mall to retailer’s preferences, resulting in higher occupancy and lease rates, which ultimately improve revenue

Forms can be customized by

Renovations staff without IT

involvement


Renovations Teams Have Made Extensive Use Of Web Meetings To Communicate With Partners

Use Web Camera while hosting and

participants will see video

stream

See who is in meeting, chat

with participants, raise hand to vote on topics

Create tasks and to-dos associated

w/meeting

Benefits

§Web meetings significantly reduce Renovations’ travel expenses since the team no longer has to travel to supplier/partner locations for face to face meetings

§Issues can be resolved more quickly by immediately calling a web meeting with relevant parties


I want to share project documents with various engineering, consulting, and marketing firms outside Renovations. Emailing attachments doesn’t provide me with the level of control and manageability I need. Does SmartCloud provide something to help with that?

Yes, the file sharing service of SmartCloud allows you share files with extranet partners securely and easily.

Ed El-Amon, Renovations, Inc. Mega Mall Project Manager



File Sharing Remains The Most Heavily Used Form Of Collaboration With Partners

Benefits

§Reduce email traffic and disk space requirements

§Easily establish which file is the latest reference copy

§Easily roll back mistakes using versioning

§Tags allow team members to quickly locate relevant files even if they do not know the file name

Partners can quickly determine which files are being shared with them

No more hunting around inboxes, folders, hard disks

for project files. They are centrally located in a secure

manageable repository


DEMO: Share A File Quickly And Easily With SmartCloud


Emails with guest account info and doc link are automatically sent to Al’s business email account3

Files

Ed assigns guest account access to Al Moreno from GreenSurvey

1 EnvironmentalImpact Assessment document uploaded for sharing

2 Al signs in and accesses document

4


Guest Account Creation Is A Powerful, Unique Capability Of SmartCloud EngageInvite Guests and they get full access to all collaboration services!

§Registered subscribers can invite an unlimited number of external partners as guests to participate in SmartCloud Engage at no charge

§All that is required is the partners’ email address. IT is not involved in the provisioning process removing any potential bottlenecks

§Once the partner receives the email and clicks on the link to register, a guest account is created for him/her and they have access to:

§ Files§ Activities§ Communities§ Meetings

FREE

All you need is their email address

Note: Guest user accounts are limited to 25MB of storage


Next Ed puts in a request to the IT department to create a guest account and share the file. Users cannot share a file externally on their own

2

Even after all that, Office 365 can only share files with external users who have Hotmail, Windows Live, and MSN mail accounts.

4Office 365 only allows 50* free guest accounts so IT must track how many are allocated and charge back the department for overages. The IT staff also has to go through a series of 25 steps to enable file sharing

3

First Ed uploads the document to be shared into the SharePoint Online component of Office 365

1

Since many companies block these email sites in the workplace this is a significant limitation

Office 365 Has Many Limitations When It Comes To External File Sharing

* Feature Preview customers are offered additional accounts for now


This Is An Overview Of The 25 Steps IT Must Undertake to Enable File Sharing In Office 365

SharePoint Online>Manage

Manage Site Collections

Settings>Manage External Users

Allow>Save

Team Site>Site Actions>Site Settings(of Site Collection)

Site Coll Features>Ext User Invitations-Activate

Team Site>Shared Document Library>Add Document

Upload document from personal drive>OK

Document Permissions-not possible (He is not Site Owner)

Team Site>Request Access>”Need to share file with external user.”

Sees request in Email w/access request

Team Site>Shared Documents

Select File>Document Permissions

Turn off inherited Permissions-file has unique permissions

Grant Permissions to external user Hotmail address>OK

Error – can’t share file. User must first be active on site before file access given

Contracts>Site Actions>Share Site>Members>external user Email address

Team site>Site Actions>Site Settings>People and Groups>External user

Actions>Remove users from group>OK

Team Site>Contracts>Shared Documents>Select Contract document

Document Permissions>Grant Permissions

Grant Permissions>External user name>Contributor>OK

1st Email – Added to contracts site>Accept your Invitation”

Access Denied message-since Admin removed her from site

2nd Email – direct link to individual document

O 365 Admin

Site Coll. Admin

LOBUser

Ext.User

http://office.microsoft.com/en-us/sharepoint-online-enterprise-help/share-a-site-with-external-users-HA102476183.aspx


Numerous Companies Have Embraced IBM SmartCloud for Social Business


Renovations, Inc. Needs To Improve Collaborative AuthoringBeing able to share

documents with partners is great, there are times though where instead of posting changes and uploading/downloading the files back and forth it would be great to be able to edit simultaneously

We have something for that too, IBM Docs lets you co-edit documents simultaneously and create and track comments with co-editors

Ed El-Amon, Renovations, Inc. Mega Mall Project Manager



IBM Docs (Beta) Is A Powerful Web-Based Concurrent Document Editing System

IBM Docs are more than just web based editors§Real-time co-editing

§Author presence awareness§Commenting & discussions§Revision management§Attention management§Works with Microsoft Office

or IBM Symphony files

Web-based collaborative editors for creating, sharing and collaboratively authoring word processor documents,

spreadsheets and presentations


IBM Docs Allows Large Document Deliverables To Be Created More Quickly


Traditional document management system

IBM Docs

Version 1

Check-in

Version 2

Check-in

Check-out

Locked for Editing

Check-out

Locked for Editing

Version 3

Check-out

Locked for Editing

Check-in

Version 4

Locked for Editing

Check-out

Simultaneous Editing

Simultaneous editing dramatically cuts down the time required to create

document deliverables, in turn speeding up project delivery schedules

Time Saved


DEMO: IBM Docs Collaborative Editing

Ed co-edits the document with Al Moreno of GreenSurvey

Al makes changes and makes comments

Ed replies to comments and reviews Al’s work

Ed Al-Amon is in charge of putting together an Environmental Assessment document for the new mall with Al Moreno of GreenSurvey.


Can’t other SaaS solutions like Office 365 or Google Apps for Business perform these tasks you’ve described?

IBM SmartCloud for Social Business has significant advantages over the competitors in this space

Madison Armond, Renovations, Inc. CIO



Office 365 Does Not Deliver The Same Degree Of Integration Or Social Sharing As SmartCloud


Office 365 SmartCloud for Social Business

Comments

Communities Difficult to locate communities in Office 365, you need to know they exist

Files Only SmartCloud for Social Business provides social file management, see this video

Web Editors Office Web Apps have limited editing capabilities, they are positioned more as viewers

Co-editing Co-editing is only available with Excel Web App and OneNote Web App

Search

Tagging Tags in Office 365 are separate from search results

Activities Office 365’s focus is on creating documents instead of getting tasks done

Desktop requirements

Office 365 has many requirements: .NET, Java, Office 2010, InfoPath

Intra-app integration

SharePoint Online, Exchange Online, and Lync Online do not have the same level of tight integration as SmartCloud

Extremely Poor Poor Good Very Good ExcellentLegend:

http://www.youtube.com/watch?v=W5sgSZqsmtA


DEMO: Office 365 – Limited/No Collaborative Web-based Editing

Office 365 has no web-based co-editing capabilities for word processing documents


You Get What You Pay For With A Low-Cost Solution Like Google Apps for Business


§No offline access to your calendar (unless you use Chrome)

§Attachments in calendar events tend to hang the browser

§Cluttered and sometimes confusing user interface requires user training. The lack of tabs also makes it difficult to work on more than one email at a time

§No offline email client (unless you use Chrome). An offline capable rich client must be separately purchased and deployed

§Uploaded documents are converted into Google Docs format losing fidelity

§Only has a basic slide sharing service – converted to HTML.

§No Web Meeting service. Companies have to separately subscribe to services like WebEx at additional cost

§Cannot tag files with useful terms to make them easier to locate

§Cannot see other users’ ratings to see if others saw value in document

§Proposing a new time for a meeting invitation is convoluted

04 – Build More Effective Business Partnerships04 – Build More Effective Business Partnerships

Given Google’s Track Record, Organizations Should Be Wary To Trust Them With Crucial Data

30

“One Size Fits All” approach§No concept of power vs. basic

user§Client must pay for all

collaboration services

Frequent, high profile, system-wide outages

§How much would each hour worth of downtime mean to your company in lost sales, productivity, or customer service?

Privacy issues

§Can you trust your corporate data with a company whose primary goal is to sell ads?

Low strategic priority§It is questionable how

strategic Google Apps is given that it contributes less than 1% of revenue overall


Renovations, Inc. Successfully Extended Their Internal Processes To Include Business Partners

Goal

sM

etri

cs

31

Travel budget

Postage Budget

Time to locate information and expertise

33% reduction in travel expenses by using web meetings and robust community collaboration*

50% decrease in postage expenses by using file sharing for key documents instead of overnight mail*25% increase in workforce productivity by reducing time to locate information and external expertise**

Business partner survey results20% improvement in survey results as a result of timely communications, file sharing, and resolution of critical issues**

* Based on actual IBM SmartCloud for Social Business customer results** McKinsey Study: The rise of the networked enterprise: Web 2.0 finds its paydayhttp://www.mckinseyquarterly.com/Organization/Strategic_Organization/The_rise_of_the_networked_enterprise_Web_20_finds_its_payday_2716?pagenum=2#footnote4

Lower Operational

Costs

Improve Workforce

Productivity

Improve Time-To-Market

Improve Business

Relationships

Improve Project

Management

http://www.mckinseyquarterly.com/Organization/Strategic_Organization/The_rise_of_the_networked_enterprise_Web_20_finds_its_payday_2716?pagenum=2

http://www.mckinseyquarterly.com/Organization/Strategic_Organization/The_rise_of_the_networked_enterprise_Web_20_finds_its_payday_2716?pagenum=2

Build More Effective Business Partnerships

Documents

Transcript of Build More Effective Business Partnerships