Jan-Henrik

Tiedemann IEC Academy Manager

IEC Community Manager

June 2018

Webinar

IBM Collaboration Tools Suite

Introduced in 2007

– Workspace for TC/SC, WG, MT, PT,CA…

– offered for national use by IEC NCs,

– upload and distribution

of documents, discussion forum;

– assignment of tasks / issues.

Stand-alone platform

30.000 users

business continuity

IBM Collaboration Tools Suite (CTS), has entered its end-of-life phase.

It will no longer be supported by IBM. We need to change the tool.

CURRENT CTS CHALLENGE

• New agile approach of working

• Hands-on, informal group of over 60 users

• Groups are created per project

• Giving recommendations for IEC IT projects

• Call for participation in April 2016

• All activities communicated in IEC ITnet (itnet.iec.ch)

• 7 Workshops done 2016 - 2017

• CTS Reference Group already using new Collaboration Platform for test and discussion

Daily Stand-up

Sprint

Product Backlog • Legacy functionalities • Users pain points &

wishes (2nd workshop) • Users feedback

Sprint Backlog Iteration

4 weeks Business value & IT constraints

Continuous feedback

Sprint Review • Demo on the staging

environment • Release notes • Testable product

increment

Frontend: Angular

• Best fit for robust and ergonomic web applications

• Supported by one of the big four

• Active since 2009 (trusted by UN, WEF, IRU..)

• New major version released in 2017

Backend: Drupal 8

• Modular CMS development framework

• One of the greatest and most active open-source community

• Active since 2001 (trusted by WEF, UNESCO..)

• New major version 8 released in 2017

• 15k new Drupal 8 sites / month

business continuity

The new IEC Collaboration Tools Suite will be introduced in several phases.

The first phase will replace the tool with the existing set of functions. In the following phases, more functions will be added.

CURRENT CTS CHALLENGE

The objective of this first phase is to ensure business continuity.

1. Migrate all content

2. Provide existing functionalities: file sharing, discussions, notifications.

3. Address key users issues

4. Offer an easy to use user interface.

SOLUTION CURRENT CTS

business continuity

improved user experience

Wiki-centric

CURRENT CTS

Page

Page

Page

• Must create a “page” to upload documents.

• Discussions are linked to the “page” and not the document.

Document management is missing… impossible to search, organize, archive and manage versioning at a document level

CHALLENGE

improved user experience

Wiki-centric

CURRENT

Page

Page

Page

SOLUTION

• Structured file management system.

• Collect metadata for documents.

• Integrate document related discussions.

Document-centric

IEC Collaboration Platform

improved user experience

Wiki-centric

CURRENT

Page

Page

Page

SOLUTION

Document-centric File manager, with direct links to document discussions

Preview of PDF + Office docs

Multiple downloads with zip creation

IEC Collaboration Platform

improved user experience

Wiki-centric

CURRENT

Page

Page

Page

SOLUTION

CTS NEXT

Document-centric

File upload wizard with:

• Drag & drop

• Multiple files

• Metadata collection

IEC Collaboration Platform

improved user experience

Wiki-centric

CURRENT

Page

Page

Page

SOLUTION

• Document discussions.

• Collect metadata for documents.

• Allow document related discussions

Document-centric Document discussions:

• Visible from file manager

• Multiple topic threads, not just comments

IEC Collaboration Platform

improved user experience

Wiki-centric

CURRENT

Page

Page

Page

SOLUTION

Discussion forums:

• For subject related discussions

• Attachments linked to files in document manager

IEC Collaboration Platform

Drag & Drop file upload

Multiple files with Metadata collection

Document-centric, simplified end user approach

Document centric discussions

Preview of PDF + Office docs Multiple downloads with zip creation

Intuitive dashboards

Feature rich document management

Multiple topic threads, not just comments

IEC Collaboration Platform

Migration 1:1

Current : 1 page with 0 attachment Migrated as : the topic of a new discussion

Case 1: The flying topic

Current : 1 page with 1 attachment Migrated as : 1 file with page meta data (Title and Content)

Case 2: Just a file

Current : 1 page with >1 attachments Migrated as :

• 1 folder named with the page Title • All files with page meta data (Title and Content) in that folder

Case 3: Grouped files

Current : Threaded pages with potentially several attachments Migrated as :

• 1 folder named with the main page Title • All files with their pages meta data (Title and Content) in that folder • 1 discussion composed by 1 topic for the main page and a comment per

threaded page with direct link(s) to their related file(s)

Case 4: The discussion

Document-centric, simplified end user approach

Next Steps: Migration

IEC Technical Committees The migration will be per Technical Committee including all Sub Committees National Committees / Organizations using the Collaboration Platform The migration will be per National Committee / Organization with all committees below

IEC Technical Committees The Technical Officer is already testing the migrated data and can decide to invite TC Secretary and Chair to help with the test. Once the data has been confirmed as correct, a date of migration is agreed. At the date of migration, the Technical Committee will start working on the new IEC Collaboration platform and the old CTS will be set to “read only”. National Committees / Organizations using the Collaboration Platform The NC Secretary / responsible in the organization will test the migrated data together with NC staff. Once the data has been confirmed as correct, a date of migration is agreed. At the date of migration, the National Committee/ Organization will start working on the new IEC Collaboration platform and the old CTS will be set to “read only”.

Next Steps: Migration