Une décision intelligente dans un environnement hétérogène

© 2010 IBM Corporation
IBM Lotusphere Comes to You
Réunion de printemps du SNoUG
Une décision intelligente dans un environnement hétérogène
Processus d’évaluation et implémentation de Lotus Notes à l’Université de Zurich;
court rapport d’expérience de Lotus 2010.
Roberto Mazzoni
Responsable de projet, Université de Zurich
Roman Meng
Responsable applicatif Lotus, Université de Zurich
25 mars 2010

© 2009 IBM Corporation2 Lotusphere Comes to You and SNoUG Meeting 24th March 2010
Content
 The University of Zurich
 Evaluation
 Sound reasons - “Why Lotus”
 Project
 Present and future
 Impressions from Lotusphere 2010

The University of Zurich

The University of Zurich – mission statement
 Carries out scientific work in research and teaching
 Provides services for the benefit of the public
 Is committed to high quality and aligns itself to the top international standards
 Promotes free discussion and collaboration of the disciplines
 As the largest Swiss university, it is committed to the diversity of scholarship and supports all
relevant disciplines
 Strives for the greatest possible degree of self-government and shared responsibility of its
members as well as equal opportunity at all levels
 Promotes the intellectual, technical and personal development of its members

The University of Zurich – positioning
 The largest university in Switzerland with over 24,000 students
 International comparison: Oxford: 20,000 students
 Member of the League of European Research Universities (LERU)
 Rated 54 in the Shanghai Ranking
“Academic Ranking of Word Universities 2009“ by the Jiao Tong University Shanghai
 Schrödinger supercomputer ranked 96 in November 2009

The University of Zurich – numbers
 Total income/costs: 1.069 billion CHF / 2008

The University of Zurich – structure
 People – with guests approximately 35,000 members
– over 24,000 students
– approx. 490 professors
– approx. 2,700 academic personnel
– approx. 2,000 administrative personnel
– approx. 800 private lecturers / nominal professors
– approx. 2000 assistant lecturers
– numerous guests
 decentralized and self-governed – 180 self-governed units
– 7 faculties
– approx. 150 institutes
– about 15 competence centers
– numerous associated institutes

Evaluation

Evaluation – needs and goals
 Starting position
– The university's IT strategy retains the evaluation of a groupware (Nov 2005)
– Open tenders in April 2007
• Replacement of the e-mail systems (approx. 35,000 users)
• Replacement of an existing calendar system (approx. 1,000 users)
• Core team of 12 UZH employees, 6 of them from the IT service
 Targets
– Primary:
• Schedules
• Contacts
• E-mail
• Synchronization with mobile devices
– Secondary (possibly also as future extensions)
• Tasks
• Document management
• Synchronous communication
• Workflows

Evaluation – challenges
 Local and autonomous
– 7 faculties with 150 institutes spread over 3 locations at various places within Switzerland
– Institutes with very high degree of autonomy
– Local IT support
 Many operating systems
– 40 % Windows, from Windows 2000 to Windows7
– 40 % Mac OS, from 9.x to OS X 10.6
– 20 % other, mostly Linux of various distributions and some exotic ones
 Multilingual
– German as primary language
– English required
– Others must be possible

Evaluation – offering
 Offers encompassed the following products
– Microsoft Exchange
– IBM Lotus Notes
– Novell Groupwise
– Xandros Scalix
– Kolab

Sound reasons - “Why Lotus”

Sound reasons - “Why Lotus” – criteria
 February 2008: official recommendation of the university management
– Evaluation alone lasted almost 1 year
– No decision is easy
– Recommendation: Lotus implemented with the help of IBM
 Clients
– Highly heterogeneous environment at the UZH (→ diversity / autonomy)
– Broad, supported client infrastructure at the latest release level
– Central importance of the Web frontend: covers basic functions
 Technology
– Server infrastructure leaves a very solid and sophisticated impression. (→ high quality)
– Scalability and extension possibilities with other Lotus products
– Also great flexibility in the host operating system for the servers
– Good documentation

Sound reasons - “Why Lotus” – criteria
 Scope of function / flexibility
– Very broad (!) scope of function, very well covered to a great extent
– Coverage of demands with regard to „Accessibility“ and „Usability“ (→ equal opportunity)
– Potential for closing existing gaps (IMAP, in some cases problems with OSX clients, etc.)
– Open platform with possibilities for expansion and further development (→ self-management /
autonomy)
 Costs
– Within a 3-5 year perspective with a favorable and transparent cost structure
 License model
– The university treats all members (~35,000) equally and offers them all the opportunity to use the
system (→ equal opportunity)
– Flexible offer, well suited to the purposes of the UZH
 Supplier as implementation partner

Project

Project – Phases
 Project management UZH/IBM
 4 project phases
– Phase 0 Planning and Design
– Phase 1 Implementation of IT services
• Implementation
• Test
• Migration
– Phase 2 Implementation of central services (ZDU) & pilot institute
• All central service units (40)
• 9 pilot institutes from various faculties
• From 24th
March 2010, 1400 Lotus users
– Phase 3 Implementation of institutes, guests and partners
– Phase 4 Implementation of students

Project – structure
 Phase 0
– 23 employees from IT services
– 7 employees from institutes
– 2 employees from IBM
– 15 topics in 27 workshops
– Draft design completed in September 2008
– Detail design January 2009
 First version 8.5 or 8.5.1 fulfilled UZH demands
– August 2009 start with 8.5 for the IT services
– Q4 2009: 8.5.1 appears
– Jan 2010: Fix Pack 1 for 8.5.1 (Mac OS X 10.6, Windows7, Firefox 3.5)

Project – implementation
 Three clusters each with two mail servers (redundancy and outage security)
 Rollout of roaming clients for all supported platforms
 Multilingual templates and mail files (German/English)
 Parallel iNotes for Web access
 Parallel IMAP/POP for clean e-mail access
 Everything redundant in the cluster with a solution that is transparent for the user, also for
IMAP, POP, iNotes and Traveler
 Synchronization of mobile devices (iPhone, Nokia, Windows Mobile) with Traveler
 Real time communication with Sametime

Project – solutions
 Out of Office – RFC 5230 not adhered to (reply with lists)
– PMR May 2008
– 8.5.1 complies with RFC 5230, no hotfix!
– 18 months to comply with RFC
 IMAP
– Folder sent/designs for IMAP client and Notes/iNotes not identical
• Solution contained in 8.5.2 Codedrop3
– Also in 8.5.1, only cluster-capable with hotfix
– Missing synchronization for read/unread marks (PMR since one year)
 S/Mime - encryption
– Encrypted e-mails will not be forwarded
• Hotfix for 8.5, resolved in 8.5.1
– Difficulties with iNotes

Project – findings
 iNotes is unfortunately not Notes
– Not identical signatures
– Not identical Out of Office settings
– Address book entries can only be marked private in iNotes, not in Notes
– Private calendar entries are not shown in iNotes with Delegation
– Mail rules in iNotes can not be removed
– Reservations can not be accepted in iNotes

A smart decision in a heterogeneous environment
Present and future

Present and future – conclusion
 IBM: provider and implementation partner
– Flexible, reactive and open minded to our needs
 Successful implementation for the central services
– Documentation: trifold for Notes / iNotes, documentation on the Web, multi media library, blog
– No education carried out
– 2 orientation events with notes
– Four weeks after the implementation for the central services, support requests again at their normal
level
– Difficulties partially caused by new Identity Management
– Difficult appreciation of the realization of function accounts via MailIn
– Mobile synchronization (10% of users with 85% iPhone/iPod Touch) without support effort
 Coexistence of the old and new mail systems works
 Migration of the e-mail data with open source solution possible

Present and future – wishes and dreams
 Faster support for the current versions
– Browser
– Operating systems
 Multi-lingual feature
– Transparent solution
for multi-lingual feature
– Clean implementation
of multiple languages
 CalDav / SyncML
– Subscription for the Notes calendar
– Broader cover for mobile devices

24th March 2010 24 Lotusphere Comes to You and SNoUG Meet
The Customer Evangelist Panel
Roberto Mazzoni | Implementing Lotus in a
heterogenous environment

Une décision intelligente dans un environnement hétérogène

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