Online productivity tools - SILS20090

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    30-Oct-2014

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Summary of online productivity tools both single function and suites, both for individuals and for organizations. For UCD Dublin SILS 20090 module

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1. Ros PanHead of E-Strategy and Innovation, UCD Library Web 2.0 & Social MediaOnline Productivity Tools 2. Links(will also be in Slideshare) This presentation https://show.zoho.com/public/poppypan/Onlineprod091 The workbook https://writer.zoho.com/public/poppypan/online-productivity-tools-workbook1 Bookmarks for this class http:// delicious.com/ucdetoys/Onlineproductivitytools 3. Coverage of the class Scope of the topic and its defining features Starter trying out a couple of simple stand-alone tools.Practical 15minutes Workbook 1 These do one thing, no registration, nothing to download.Nature of these tools summarised for the individual and the organizationCase Study 1 use in universities The bigger picture into which this fits Cloud computing, Rich Internet Applications, Web applications, AJAX, Software as a Service, Hardware as a ServiceCase Study 2 use in business and VideoWhat is available for you at the individual level and why and when might you want to use it? Practical 5 minutes Workbook 2 Practical work on your own Online Cloud Practical 30 minutes Workbook 3 Reminder blog entry Workbook 4 4. Scope of the topic Already looked at whole range of things, blogs, wikis, social networks, RSS Is no easy boundary WIKIS are certainly online productivity tools General the focus today is a bit less on the sharing and collaboration side of Web 2.0 and more on the technical aspects than enable you not just to share stuff via the internet and the web but to PRODUCE things using entirely web-based applications But they do enable sharing and collaboration as well 5. Scope of the topic These tools can be used by the individual OR they can be taken up by the organization which is a very major shift that we are in the early stages of. Your own use will focus on the individual, a couple of case studies introduce the implications at the organization level These tools can be little things typically they just do one thing like a spreadsheet, or scheduler or note taker OR they can be very large suites of applications aiming to take market from Microsoft Office in the main first practical covers little things and second main one looks at one of the big suites 6. Scope of the topic 7. 8. 9. Practical 1 Single function tools Easy to use 10-15 minutes Recommend you bring up the workbook in ZOHO so the links can just be followed without keying as a bit long in some cases 10. Summary of some key features frees you up to pick what YOU liketo use though may be problems if cannot save into a fairly standard format Can complement the UCD offerings of software ORReplace them if you wishCarry on with them when you leave UCD e.g. use ZOTERO rather than Endnotehttp:// www.zotero.org / 11. Library examples of colleagues using these things include applications for bookings and MAILCHIMP for creating a graphic newsletter and creating a mailing list to send it round in both cases filling gaps in the IT solutions being offered to us in relation to what we need We cannot get frequent access to UCD mailing lists to reach all students and staff When we DO get access to it we cannot send out any mailings that include nice graphics and layout in them So we have looked elsewhere www.mailchimp.com 12. Summary of some key features Can use them anywhere more or less Some of the higher end applications require download of extension to browser or a client and this does limit where you can use them Merge of work and play time Tend to use playtime things at work but also because of the portability of these tools tend to carry on with work-related things at home, so work-life balance perhaps being replaced with work-life melding and bleeding at the edges 13. Summary of some key features save on infrastructure, staff support, kit, data storage For the ORGANIZATION, there are potentially very large savings in making this move to web applications, here is one businessman quote: . says he has slashed Serenas IT bill from 500,000 a year to 25,000 by signing up to Googles cloud. 14. Advantages As Randall Stross, the author of Planet Google, puts it: The headaches weve wrestled with in the past, for example, I edited that document at the office but I didnt bring a copy home with me, will disappear. Moreover, we never need to buy any software updates because these are tested and constantly sprinkled into the cloud by operators. There are no licence fees to pay. Best of all, we never have to worry about losing our laptop or mobile phone or backing up their contents because no important data is stored on the devices. 15. Case Study 1 in workbook Google apps available since 2006 Offer education packages Universities have concerns about security, future-proofing Are slowly switching over The cautious approach is to just move e-mail and calendar (Diary) over More ambitious places are shifting over to replace any local offering of Microsoft Office altogether 16. The bigger picture CLOUD COMPUTING Today, most of us use electronic devices with closed systems. Each device creates and stores certain types of information. We store Word documents and spreadsheets on our laptop and PC, contacts and e-mails on our mobile, TV and video on our television and set-top box, and music on our iPod. The cloud reverses that model. Cloud-based devices create and store nothing. They are merely connecting devices that draw down the information we need.Computing best illustrates the shift. In the cloud, the internet becomes our operating system. We use online software that runs in our browser to create the files we need. The files are stored in remote data centres .http://technology.timesonline.co.uk/tol/news/tech_and_web/the_web/article6740886.ece Are our heads in the cloud? Times Online August 9 2009 Also good - 7 Things You Should Know About Cloud Computing -http://net.educause.edu/ir/library/pdf/EST0902.pdf 17. A mention of some key terms Follow up delicious bookmarks if interested SaaS Software as a Service HaaS Hardware as a Service Webapps or Web applications RIA Rich Internet Applications AJAX 18. A mention of some key terms In software engineering, aweb applicationorwebapp is an application that isaccessed via a web browserover a network such as the Internet or an intranet. It is also a computer software application that iscoded in a browser-supported language(such as HTML, JavaScript, Java, etc.) and reliant on a common web browser to render the application executable. Web applications are popular due to theubiquity of web browsers , and the convenience of using a web browser as a client, sometimes called a thin client. Theability to update and maintain web applications without distributing and installing softwareon potentially thousands of client computers is a key reason for their popularity, as is the inherent supportfor cross-platform compatibility .(From wikipedia) 19. A mention of some key terms AJAX This is a suite of various technologies, the term coined in 2005, that you may want to be aware of which enables many of these internet based applications to run so smoothly. Gmail (2004) Google maps (2005) are just a couple of examples of web apps that use AJAX If you are in a hurry go tohttp://dondodge.typepad.com/the_next_big_thing/2006/02/ajax_explained.html Don Dodge blog clear explanation, all you need to know. 20. AJAX From Don Dodge blog: AJAX is not a product or a platform. It is a set of technologies used to build interactive web applications that don't require constant page reloading each time the user takes an action.The AJAX engine and associated snapshots of files and data are downloaded to your browser in the background asynchronously without you knowing about it.AJAX has re-energized web based applications 21. Case Study 2 in workbook Google apps available since 2006 Offer business packages Businesses certainly have concerns about security, future-proofing this example company maintains financial and accounting information to a local system 22. Concerns about web applications There are strong advocates for the Cloud but also significant resistance to the concept of private data in public spaces. As well as the advantages theyshare the worry t hat a lot of the web hosted things do will they endure, are they backed up, will they stay free, who can look at my data and so forth.Notwithstanding that some university IT managers are choosing to shift over to these tools because they save so much resource and money. 23. Concerns about web applications A hacker recently guessed the password to the personal e-mail account of a Twitter employee, then used it to access the employees Google cloud services and found documents that revealed Twitters secret business projections. The documents were leaked to the US website TechCrunch. Before, the bad guys needed to get their hands on peoples computers to see their secrets; in todays cloud, all you need is a password, warns Jonathan Zittrain, a law professor at Harvard and author of The Future of the Internet And How to Stop It.From The Sunday Times 24. Concerns about web applications The final section of this article is a good concise summary of the concerns around cloud computing for organizations: Sunday Times, August 9 2009 Are our heads in the cloud?http://technology.timesonline.co.uk/tol/news/tech_and_web/the_web/article6740886.ece Its whizzy stuff, alright. But should we believe in the wisdom of clouds? There are several practical and one giant ethical problems that could turn it into a thunderstorm. Living, working and playing online may be convenient, but it raises serious issues surrounding privacy and security. To sign up for many cloud services, we need to reveal personal information, such as our date of birth. Once online, we effectively surrender our data files, e-mails, photos, our location, what we listen to, ineffect, our own 24/7 digital footprint to a third party. 25. Cloud computing summary video http:// www.youtube.com/watch?v = hplXnFUlPmg 6 minutes, funny delivery but very good summary for non-IT person 26. Practical 2 What is available? There are a daunting range, 100s of applications Try out these links to various lists and search in google 27. Practical 3 Using a full suite of applications ZOHOLike google apps, aims to take place of Microsoft Office or at least to complement it for on the move use

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