© 2009 by the individual speaker The Business Value of the Lotus Collaboration Suite Scott Hooks Lotus 911, Inc

© 2009 by the individual speaker

The Business Value of the Lotus Collaboration Suite

Scott HooksLotus 911, Inc.

IamLUG 2009 Lotus 9112

What We’ll Cover …

• Why am I talking about business value? • A universally applicable use case• The business value of collaboration• A new licensing approach• Wrap-up/Summary/Questions


Why You Need to Know “Business Value”

• Responsibility as an employee.• Make the most of your technical knowledge.• Get the “toys” you want AND make your job

easier.• Prevent management from making bad decisions.• Defend against the competition.• Helps you gain visibility (advance your career).• Job Security


How to Find the Business Value

• The easy ones: Licenses, server, facility, & energy costs. Head count (yikes!)

• The not-so-obvious ones: Observe and examine your business processes (Six

Sigma) Think efficiency and continuous improvement (“good

enough is the enemy of great”) Consider how you can help increase sales (BI, CRM,

etc.)


Universal Use Case: The New Hire Process

Joe is a new hire at ABC Co.

On his first day at ABC, he has to:● Fill out a bunch of forms.● Get a desk, computer, phone, badge, etc.● Get up to speed

– Enters a formal training program

– Get walked around

– Gets thrown to the wolves.

* Source: IBM Global CEO Study 2008; n = 1106

Meet Joe...


One Example: The New Hire Process

● Get all of the right resources lined up.● Redundant data entry for Joe.● Routing forms (hope they don't get lost!)● Incomplete forms, missing pages, hard to

read● HR has to rekey his completed forms. What

is the impact of a mistake in keying?

Measured costs: computer, software, services

Less visible costs: time to ramp up, others' time educating him (including travel).


Getting Joe set up is a pain...



● Job Requisition● Job Posting ● Selecting interviewers● Scheduling interviews● Tracking interviews (compliance)● Reaching consensus● Approval to hire● Offer Letter● Acceptance● Allocating resources


The pain actually started before Joe was hired...



● Allows managers to create requests for new hires?● Routes the request for approval?● Posts to the web & tracks online applications?● Allows recent and past resumes to be searched and tagged?● Allows good interviewers to be found and scheduled?● Tracks interviewer notes and assessments?● Allows interviewers to be remote & collaborate?● Facilitates final approval to hire?● Generates offer letters (or no thanks)?● Generates resource requests?● Allows the new hire to fill out their forms online?● Passes data to appropriate systems?● Allows the new employee to be productive day 1?


What if ABC Co. had an HR application that:



Joe still needs to know who to work with.

He needs to be able to educate himself on:● The company culture● His boss's expectations● What his predecessor did● What tools and information are available to

help him do his job● Who can be of most help to him

It takes TIME for Joe to become productive

And time is ... ?* Source: IBM Global CEO Study 2008; n = 1106

But it doesn't end there...



● Read current information about the company?● Search for information related to his new job?● Find key documents, forms, and experts?● Connect with those people in real time?● Ask questions to broad communities?● Share his “fresh” perspective?

What if ABC Co. had tools that allow Joe to:



● An email announcement has a very limited life.

● Joe becomes visible (or at least discoverable).

● Joe needs to share his ideas, knowledge, and experience.

● Joe needs to be added to project teams

– and collaborate online

– regardless of geography, time zones, or even language.

AND what if the solution... ● Captured much of Joe's knowledge?● As well as the team's collective wisdom?

In addition, how does the company leverage Joe?


OK. Joe is Official. Now we're good right?

● How does he manage his benefits?● How is his vacation time tracked, requested,

and approved?● How does HR know if he moves?● How does he help the business save $?● How can Joe connect with customers,

suppliers, business partners, etc.?● How does he ensure he has the right

information to make the best decisions?● If Joe travels, how do you make him

productive on the road?● How do you ensure that the documents and

information Joe creates are backed up, and still available if he ever leaves?

As Joe's tenure matures...


More Opportunity

● Joe had an online profile integrated with HR system

– Self Service, Self Managed

– Vacation requests, approval, tracking● Joe had instant messaging, IP telephony, and

web meetings to save time & money on travel.● Joe could create ad hoc team places to share

with customers, suppliers, & business partners.● Joe could search shared repositories, user

profiles, blogs, bookmarks, etc.● Joe had mobile access to more than email, or

he could take it all offline.● Joe could easily backup and share his

documents.● Joe's online contributions become part of the

organization's social network.

What if...?


20/20 Hindsight requires good information

Somebody quit, got fired, went nuts from all of the process inefficiency? Whatever...

How did the business ensure:● Proper termination paperwork?● Revoked access?● Recovery of the assets the employee had?● Efficient reallocation of resources?● Analysis of whether he needs to be

replaced?

In fact, maybe Joe didn't need to be hired at all.

Maybe, the organization already had people with sufficient knowledge and capability, but they just didn't know how to leverage it.

Let's go back to how Joe got the job in the first place...


Improving Business Efficiency

ABC could implement or better leverage● Notes & Domino for email and rapid custom application development● Sametime Unified Communications for real-time collaboration● Quickr Document Management & Team Collaboration● Connections Social Networking for Business● Lotus Forms Turbo

Oh, and...● Lotus Symphony Office Suite● Blackberry & Traveler● Lotus Protector for Mail Security● Websphere Portal ● Lotus Mashups

So what could ABC do?


But my company is different...

The solutions are flexible. Implement what works for you.


• Look for opportunities to help your business acheieve its goals.

• Look for processes that could be more efficient.

• Or better yet... Enable everyone to share ideas, inspire each other, discover opportunities, and collaborate on implementing them (AKA “Innovation”)

See the Forrest AND the Trees


But that sounds complicated to implement...

• Domino, WAS, DB2, TDI, etc...? Can't I just keep doing Domino?

• The entire suite can be implemented on a single physical server using virtualization solutions.

• Procedures are well-documented.• Use your Passport Advantage support!• Business Partners can help.• Think of the skills you gain and your

marketability.


Where to start? The Collaborative Maturity Model

■ TelephonyTelephony■ Email and CalendaringEmail and Calendaring■ File SharingFile Sharing

■ Instant Messaging and Presence AwarenessInstant Messaging and Presence Awareness■ Web and Video ConferencingWeb and Video Conferencing■ Mobile SolutionsMobile Solutions

■ Unified Communications and CollaborationUnified Communications and Collaboration■ Information ManagementInformation Management■ End User EnablementEnd User Enablement■ Portals & Custom ApplicationsPortals & Custom Applications

■ Embedded Collaboration Embedded Collaboration & Communication & Communication

■ Knowledge Capture & Knowledge Capture & DiscoveryDiscovery

■ Social ComputingSocial Computing

Insight & Innovations

BaselineCommunications

Real-time Communications

On DemandAccess

Businesses naturally tend to evolve into increasing levels of collaboration as the organization matures.

The key to accelerating innovation is to provide tools that facilitate collaboration


• How does Microsoft sell Office?

• Seriously? Everyone needs Word, Excel, & PowerPoint and the free alternatives aren't good enough?

The Office Analogy


A New Licensing Approach

• FACT: MS Office Professional lists for $499/user (+$100/year) Where is the value versus free alternatives? (answer: support for

LEGACY documents + some minor rarely used features)

• Forget selling “Lotus Notes” for ~$140/user Sell the “IBM Collaboration Suite” for $399/user (+$85/year)

High-Fidelity Document, Spreadsheet, & Presentation Authoring World Class Web & Rich Client Email & Rapid App Dev Secure Instant Messaging & Online Meetings User-managed Document & Team Collaboration Social Knowledge Capture & Discovery User-deployed surveys, forms, and workflow Active Community of Open Source Business Applications

• Which would YOU rather have?


• Now, if I were giving you a presentation on Microsoft Office, what would you expect?

The Office Analogy


The NEW “Lotus Smart Suite”

A comprehensive suite of communication and collaboration tools that do everything MS Office

does, plus so much more.


• Over 12,000+ new customer organizations since Lotus Notes and Domino 8 shipped.

• Unbeatable combination of messaging & rapid custom application development.

• “One application to rule them all”

Lotus Notes & Domino: Still Growing


Taking today’s disparate user experiences…


Into a Simplified User Experience - Seamless access to collaborative capabilities & applications ‘in context’

Lotus Notes 8.5 Desktop

Editors

CompositeApplications

Documents & Content

Activities

Instant messaging/UC2

Personal profiles


Lotus Notes/Domino 8 is Much More than Messaging

Examples of Domino applications used to improve organizational productivity:

Team / Community Discussion Databases and Forums Document Storage and Collaboration Customer Relationship Management Help Desk / Customer Support Human Resources Billing Systems Inventory Management / Supply Chain Tracking Project Management Sales Force Automation Product Catalogs/Price Lists Compliancy Tracking, Audit and Assessment

Increases organizational productivity and responsiveness

Rapid application development enables short “prototype to production” schedules, allowing customers to benefit from Domino quickly, dramatically increasing their ROI.

Application deployment and design changes require minimal system administration effort, reducing total cost of ownership (TCO)

Highly secure environment protects corporate data

Unmatched off-line support enables users to work productively anytime, anywhere.

Enhance collaboration through on-line awareness

Thousands of enterprises around the globe trust their core collaborative business applications to Lotus Notes and Domino


Lotus Notes & Domino – Driving costs down

Savings right out of the box● Immediate benefits available from upgrading

Total messaging cost savings of 30+%● Storage costs reduced by 50%● Administration savings of 30%● Improved end user productivity

Leverage existing expertise, applications, and infrastructure● Don't spend money reworking applications

IBM saves $$ millions yearly from reduced storage costs alone ● 70+ Petabytes of storage

30%

Co

sts


Notes/Domino: Value Propositions

Value for Sales & Marketing

– Email search, filing, and follow up.

– Integrated contact management

– Wide choice of mobile devices

– Offline access

Value for Human Resources

– Employee self service applications

– Comprehensive auditing and archiving features

– Ability to enforce document retention

Value for Finance & Accounting

– Less expensive than comparable MS functionality

– Integrates with SAP and a variety of other financial systems

Value for Executives

– Task delegation, Mac support, search


Notes/Domino: Value Propositions

Value for IT

– Easy to manage

– Unsurpassed security and scalability

– Choice of server operating systems

– No hardware upgrade required

– Policy-based user management

– One client to rule them all

Value for All

– Feature-rich mail client – Integrated calendaring & scheduling + directory services

– Fully-featured web-based access

– Wide choice of partner applications

– Rapid Custom Application Development integrated with communications tools


So why does Notes get a “bad wrap”?

● Applications do not require big budgets– High Value, but Low Visibility

● RAD often leads to incomplete design

● Not as many readily available technical resources.

● Notes viewed as expensive compared to an Exchange CAL

– Like comparing a flip phone to an iPhone.


Extending the Value of Collaboration


VoiceVoice MobileMobile

CommunitiesCommunities

ConferencingConferencing

Call ManagementCall Managementopenopen

extensibleextensiblemulti-platformmulti-platform

securesecure

scalablescalable

Instant Instant MessagingMessagingMessagingMessaging

Lotus Sametime: The UCC Family


Sametime / UCC: Value Propositions

Value for Sales

– Connect with customers in real-time

– Conduct web meetings with application sharing, audio, and video

– Telephony integration (call routing)

Value for Customer Service

– Instant access to subject matter experts


– Log and Control instant messaging internally and externally

– Attract talent that demands these tools

Value for Finance

– Low cost point for entry

– Reduce travel and communications costs


Sametime / UCC: Value Propositions


– Conduct live meetings

– Instant group chats and conference bridging

Value for IT

– Plugs in to existing environment

– Strong security and identity control

– Reduced email storage costs (file transfer)


Value for All

– Integrates with email, office suites, and custom applications

– Wide choice of partner add-ons

– Rapid Custom Application Development integrated with communications tools

– Happy users


Enhancing Communications & Collaboration

Team Workspaces

Document and Information Management

Ad hoc Collaboration

Social Networking Applications for Business


The Basic Need: Information Sharing

Organize and share personal documents.

Create short-term “spaces” for projects that allow document sharing, team calendars, discussion, & task/activity management.

Manage long-term spaces by department or group.

Share content with customers, vendors, and partners.

Integrate with intranet and/or web site.

Brand or customize the interface.

Search across all spaces for content.

Let users manage their own content.

Access from the tools you use most often or anywhere


Lotus Quickrteam collaboration

sharing files and informationdocument libraries, wikis, blogs, team calendars, etc.


Quickr Value Propositions


– Share presentations and marketing materials with each other

– Share demos and documents with prospects

– Provide collaborative spaces dedicated to customers to differentiate your services from the competition

– Ability to take entire spaces offline and synchronize.


– Store product and service documentation, procedures, ,etc.

– Search across all organizational content.


– Post all HR forms and documents in one place and keep the content fresh.

Value for Finance

– Manage and share financial reports.

– Create workflows for document review and approval.


Quickr Value Propositions

Value for IT

– Reduce redundant storage of attachments

– Move file storage out of email


– Single server installation

– Far more scalable than Sharepoint

– Integrates with ECM systems.

Value for All

– Backup personal files to a server

– Browsable directory of spaces

– Users can manage their own content

– Change document content AFTER you send it.

– Integrates with email, office suites, instant messaging, user profiles, and custom applications, including social networks.


Amplifying Collaboration: Social Software for Business

Captures organizational knowledge and makes it discoverable

Facilitates Collaboration by building relationships Ad hoc or planned, intranet and/or extranet

Fosters innovation via idea sharing and open feedback

Improves Productivity What you need when you need it Reduces redundant information dissemination Many paths to information and people Ability to identify Subject Matter Experts Ability to Self-Educate

Builds company pride

Video


Knowledge Capture & Discoverysocial networks, communities of interest, skill sets and expertise

Lotus Connectionssocial software for business


Connections Value Propositions


– Build relationships with internal and external resources

– Create ad hoc activities to facilitate sales opportunities.

– Integrate company marketing with daily activities

– Share ideas with large audiences and get rapid feedback from legitimately interested people.

– Create and participate in communities of interest.


– Share and link to information about key services

– Keep confidential information inside the firewall

– Dramatically improves “on-boarding” and employee self-service

Value for Project Managers

– Identify subject matter experts and key project team members.

– Create ad hoc activities to manage all information associated with everything from a large project to minute project tasks.

– Connect project team members to build synergy.


Connections Value Propositions


Easily find and connect with SME's


– Communicate without the stigma of email

– Capture tacit knowledge

Value for IT

– Move collaboration out of email

– Keep confidential information inside the firewall

Value for All

– Demonstrate and share your expertise. Gain visibility.

– Avoid answering the same questions repeatedly

– Benefit from others' knowledge

– Integrates with email, office suites, instant messaging, document management, and custom applications.

IamLUG 2009 Lotus 91146 07/14/09

The Impact Of eForms On Paper-Based Processes

Obvious Physical Costs…

Paper and printing, transmission

Unused form disposal

Archival and storage costs

Inefficiencies that add cost:

Repetitive data gathering

Lengthy process cycles

Incorrect and incomplete data

Re-keying data

Enforcing and auditing complex approval chains.

Disconnected / conflicting data.

Stove-pipe solutions for each process

IamLUG 2009 Lotus 91147 07/14/09

Design

Fill

Store

Route

Analyze

Fill eForms directly from the Web

Store submitted forms data simply

Email a simple web link to your form for employees, customers and partners to fill

Lotus Forms TurboOut of the box. Easy & fast. No IT involvement.

Compose eForms right from a Web Browser!No desktop software required.

Open submitted data into your favorite spreadsheet.Perform basic graphing & analysis directly from the Web.


Tying it all together: Web Portals

Problem:

How do you create custom, personalized interfaces to all of these tools and the rest of your information systems that are relevant based on an individual's role (both inside and outside the company)?

Solution:

Portals integrate traditional web pages with information and functionality aggregated from multiple heterogeneous systems into consistent, personalized web-based experiences.


IBM Mashup Center

Create new applications by reusing existing data and services

Unlock Enterprise, Web, Personal and Departmental Information

Develop widgets from enterprise systems

Discover and share mashups, widgets, feeds, and services

Transform information into new feeds

A end to end mashup platform, supporting quick assembly of dynamic situational applications - with the security and governance capabilities IT requires.

Video


Lotus Foundations complete small business server

■ Email and collaboration platform■ Supports both Lotus Notes and Microsoft

Outlook email clients ■ Web and applications server■ Access for remote workers■ Office productivity tools■ File sharing■ Directory services■ Firewall■ Backup and recovery■ Anti-virus and Anti-Spam■ UCC through BP's■ Runs Windows apps


Foundations: Value for the Larger Business

Scales up to 500 users

Can be added to an existing environment and replicate with a central server

Works great as a low maintenance site node

Provides advanced remote administration capabilities

“Self Healing” and automated local backup

Deploys in under 30 minutes

Requires no local IT resources

Designed to accommodate growth


Lotus Symphony: Creating and editing content

Free and Innovative

•Documents•Presentations•Spreadsheets

4 MILLION downloads...and counting


Symphony: Value to the Bottom Line

Free to download. Free to use. Forever.

Frequent updates and future commitment

Can replace Microsoft Office at least 80% of users office suite in most organizations (save and average $97/user/year).

Supports open document format in addition to MS formats (can coexist).

Integrated with Lotus Notes client for efficient use of resources (less hardware required than Notes + Office 2007).

Free web support.

Available phone support.


A New Licensing Approach

To put it another way...Bust out of the office, share far more than just a few points, and exchange your legacy Microsoft solutions for IBM's market-

leading collaboration suite. “Lotus Smart Planet.”


Now is a good time to take action

● There are real opportunities to save money with collaborative software.

● IBM is the clear market leader in this space.● Build on what you have.● We'll to a free ROI analysis and business value assessment.● Take these ideas back to your leadership.● Be a hero in your company

Several special pricing promotions available for software purchased by September 2009.


Resources

• Me: Scott Hooks – VP & Chief Lotus Advocate, Lotus 911 Email: [email protected] My Blog: http://www.bleedyellow.com/blogs/hooks Me on Twitter: http://twitter.com/ScottHooks Lotus 911: http://www.lotus911.com Lotus 911 on Twitter: http://twitter.com/Lotus911 Fun Videos: http://www.checkoutlotus.com

• My Resources: RSS Feeds of Blogs Twitter & Facebook BleedYellow PartnerWorld & Email News Other (FREE) events