Dare to Share
Desktop Sharing
By: Dare to Share Team
Team Members
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Alla Trakhtengarts - Webmaster
Michael Howard – Team leader
Tariq Vora – Meeting Notes Taker
Yahia Alqrishah – Presentation Leader / Agenda
Creator
Agenda
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Intro to Desktop Sharing
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Dimension Matrix
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Use Case 1
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Use Case 2
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Tool List
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Product Chosen
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Meeting tools
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Conclusion
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Questions
Introduction
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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
Security
Functions
User Friendly
Group Size
Compatibility
Communication
Activities
Remote Collaboration
X
X
Sharing of data/files
X
Conduct Virtual Meetings
X
Network Socialization
X
X
Provide hand on Training
X
X
X
X
X
X
X
X
X
X
Dimension Matrix(Cont.)
Use Case #1 - Sharing of Data/Files
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Company: Ventura
Industries
Company Location:
Norfolk, Virginia (North
American Headquarters)
Name/Age / Job Title:
Edward Johnson, 42,
Vice President of North
American Operations
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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.
Use Case #1 - Sharing of Data/Files Scenario
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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
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Usage Frequency:
This solution will be used
daily for the offices to
communicate and to share
files.
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Primary Users:
Design engineers.
Production engineers.
Sales engineers.
Other key managers.
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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
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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.
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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
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Company/Institution/Group:
Abbott Labs
Department:
IT Application and Tools
group
Company Location:
Headquarters - Abbott Park,
IL (Lake County)
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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
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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.)
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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.
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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
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Frequency of Activity:
One time kick off meeting
Weekly team meetings
Weekly Tester meetings
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Added bonus:
Being able to record the
meetings
Having Build-in chat
capabilities
Assumptions:
All the team users have PC or
laptops with Internet
connection
Additional Software or
licenses may be needed
VPN access may be needed
Tool Chosen
IBM Lotus Sametime
Analysis of Tool Chosen:
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Advantages:
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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:
Features
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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
Price:
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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, nonproduction 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://www112.ibm.com/software/howtobuy/buyingtools/pae
xpress/Express?P0=E1&part_number=D55Y0LL,D
5CT2LL,D55Y2LL&catalogLocale=en_US&Locale=
en_US&country=USA&PT=html&S_TACT=105AGX
28&S_CMP=TRIALS
IBM LOTUS SAMETIME
Additional Desktop Sharing Tools:
Meeting Tools
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Skype:
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Email:
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MindMeister:
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PM440.pbworks:
Conclusion:
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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?