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Novell Vibe OnPrem Use Case: Project Collaboration



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August 6, 2010 12:16 pm

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About Project Collaboration

Managing projects takes skill, time and effort. You need to
make sure all process related information can be accessed by everyone
who needs it. Tasks need to be assigned and monitored. Experience
and knowledge from one project needs to be maintained so it can
be leveraged by other similar projects.

Challenge

Providing access to all information pertinent to a specific project
and consolidating it into one central location can be difficult.
Teams need a central location not only to store all of their project
information but also to facilitate collaboration. Lack of a central
location also makes it hard to re-purpose information from one project
to a similar project.

Projects often repeat, meaning that the same basic information,
structure, and process are used from project to project. In these
instances you might be tempted to have individuals use the same
areas to store their project information, but this makes it harder
to keep different projects septe. Even though the same data sometimes needs
to be used for multiple projects, projects still should be kept
septe and distinct to avoid overlap and confusion.

In terms of accessibility, while you need to secure your project
information, you also need to make it easily accessible to everyone
who needs access to it. This includes team members working at branch
locations, client sites, on the road, or at home. It might even
include individuals external to your organization. Not only do team members
need access to project information, but managers need access as
well so they can stay current on the progress of team projects.
They need to be able to monitor milestones and deadlines. They need
tools to help them keep projects organized and that facilitate their
role in team management and team collaboration.

The different content tools available today make it difficult for
both managers and team members to manage from a single place everything
related to their projects. Some people might track calendar events
in their e-mail applications, while tracking tasks in a spreadsheet,
task list or formal project management tool. When team members create
project files, can they be shared and modified by other team members?
Are they even stored in a location accessible by other team members?
Wikis, blogs and team Web sites can be effective tools for capturing,
updating and sharing team information, but how do you tie these
into the other project tools your teams use? Using, managing, searching,
and securing all these diverse sets of project tools can introduce
a level of complexity that strains the overall collaboration effort.

Novell Solution

Novell Vibe provides a simple and powerful way to bring
together the people, information and resources teams need in order
to collaborate at the highest levels of efficiency and productivity.
Without IT assistance, Novell Vibe lets individuals easily create
their own ad hoc project teams and workspaces, enabling them to
identify and bring together team members that can contribute the most
relevant expertise, knowledge and value to the project.

The workspaces in Novell Vibe enable project data consolidation,
while facilitating re-purposing of information for other projects.
Project leaders and team members can leverage Novell Vibe workspaces
to store, organize and share all information related to a specific
project, including documents, ideas, plans, research, milestones,
tasks, expected outcomes, work in progress, and more. As users are
added to a team, the team workspace provides them access to all
the historical information on that project or team stored in that
central location.

If your organization allows external access, Novell Vibe also
lets you invite people outside your organization to participate
on your teams. Vibe lets you configure access controls that can
ensure that your internal and external users only see the information
needed to do their jobs.

The centralized workspaces for document storage combined with
its rich document management features makes Novell Vibe an ideal
medium to store, share and manage documents. Its wikis and threaded
discussions enable teams to collect, refine and aggregate relevant ideas
and knowledge. Blogs let users easily communicate ideas, while surveys
let them tap into others’ opinions and collective wisdom. Novell
Vibe micro-blogs let users post quick updates so their team or
personal followers can keep track of their activities or status.
The support that Novell Vibe provides for these different mediums
and many others allows users to consolidate their collaboration efforts
within the Vibe environment so they can work smarter, faster,
and be more efficient and agile contributors.

Novell Vibe provides users the ability to proactively track
people, folders and activities across their teams and within the
organization. Additionally, its social search capabilities help
users zero in on relevant information, presenting not only the information
searched on, but revealing within a social context all the places
and people in the enterprise connected to that information. Novell Vibe
even has a mobile interface, optimized for mobile devices, so all
team members can access project information wherever they happen
to be.

Team managers and members can set up personal e-mail notifications
when changes occur in team folders or workspaces. In addition, following
of individual team members, workspaces or folders allows managers
to know what team members are working on and see their progress. Vibe
displays all followed information on users’ personal dashboards
and in their Vibe Feeds. Areas of key interest can be subscribed
to for instant notification by e-mail or by receiving periodic digests
of changes. Milestones and tasks can be assigned to multiple users
and tracked from their personal workspaces.

Results

Novell Vibe lets team member access their important project
information from any location with an Internet connection. Team
members no longer have to scramble to look through resources to
find needed project information. It’s all located in one centralized
team workspace. New team members can easily find tasks, training
materials, and project information, allowing them to come up to
speed on projects faster and easier. It makes it easier for all
team members to know their exact responsibilities and stay current
on project status, deadlines and expectations. Managers also have
the visibility into project status, team member activity, and who
needs help keeping up with the pace. Novell Vibe consolidates
and integrates project collaboration tools into one powerful and
secure solution that empowers team members to work together more intelligently,
creatively and productively.

Click here to view our full list of use cases.

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Disclaimer: This content is not supported by Novell. It was contributed by a community member and is published "as is." It seems to have worked for at least one person, and might work for you. But please be sure to test it thoroughly before using it in a production environment.

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