An Enterprisewide Collaboration Suite for NOAA

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An Enterprise-wideCollaboration Suite for NOAA
Recommendations

• NOAA WebShop 2007
• November 14, 2007
• By Larry Goldberg, NMFS/OCIO

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Outline

• The Issue, Challenge and Choice
• WebEx Features
• Pilot and Survey Results
• Next Steps
• Risk Management

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The Issue

• NOAA has a growing need for web-based
  collaboration
• For communities of interest working together on a
  specific issue or task
• For internal and external constituents
• This need is currently being met by a number of
  different solutions including
• A variety of hosted services
• In-house systems such as the NWFSC Oracle
  Collaboration Suite
• The CIO Council desired to standardize NOAAs
  approach to collaboration

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The Challenge

• Select and Deploy an Enterprise-wide
• collaboration strategy for NOAA

The Process

• Identify Alternatives
• Research Marketplace
• Consult with Industry Experts
• Consider Rent vs. Buy
• Evaluate Selected Tools
• Make Recommendations to and Achieve Consensus
  from NOAA CIO Council
• Conduct a Pilot
• Evaluate Pilot Survey
• Make Final Recommendations
• Deploy NOAA-Wide

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Evaluation Criteria

• Ability to meet most of NOAAs collaboration
  needs
• Supports Internal and external constituents
• Collaboration on Low Potential Impact
  information
• Security
• Physical
• Application
• Network
• Data
• Tools Available
• Discussion Forums
• Document Management with check-in/check-out and
  file sharing
• Email with contact lists
• Calendaring
• Database Management
• Task Management
• Web Conferencing
• Price

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The Choice WebEx

• Provides both
• WebEx and WebOffice are separate products
• Web-based meetings (WebEx meetings) and
• Collaborative workspaces (WebOffice)
• Industry Leader
• Bought out by Cisco
• Low cost - Deep enterprise-wide discounts
• Secure

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WebEx Meetings

• Web-based meetings
• Video and voice over IP See each other while
  talking
• White board All participants can post messages
• Webinars
• One way broadcast of PowerPoint presentations,
  etc.
• Application sharing
• All participants can collaborate on the same
  application, e.g. a spreadsheet, Word document,
  agenda
• Applications can be on any computer

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Web Office

• A web portal where members can
• Download and edit documents (Word, Excel, etc.
  any native format)
• Share databases
• Maintain list of contacts
• Track project tasks
• Calendaring
• Send emails
• Start WebEx meetings with members and other
  constituents

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NOAA Regional Collaboration Pilot

• 30 Day Pilot in Aug Sep
• Five WebOffice Sites
• North Atlantic Regional Team
• Central Regional Team
• Western Regional Team
• Alaska Regional Team
• F/IA
• Tracked of users set up of unique visitors
  of documents posted of MB stores on
  WebOffice
• Conducted survey addressing ease of use and
  functionality of WebEx features with participants

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Pilot Survey - Comments
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Next Steps

• Procurement Strategy
• Buy off GSA schedule for one-year as user base
  increases
• Negotiate next year
• To manage costs NOAA OCIO coordinates/ LOs pay
• Consider expansion to DOC to increase numbers and
  drive down costs
• License Administration
• NOAA OCIO
• Central point of focus for procurement
• Track usage and costs
• LO contacts
• BOP funds to NOAA OCIO
• Monitor, add, remove and reassign users as
  required up to maximum number of
• Technical Administration - NOAA OCIO
• Track resource usage
• Capacity planning
• Security
• Continue with CA initiative
• Establish Policies/Business rules
• Use existing policies for now and refine as
  needed

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Questions?