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IST
-
2
-
511331
-
CA

IST4Balt

Information Society Technologies Promotion in Baltic States



Instrument
:


Coordination Action

Thematic Priority:

Information Society Technologies



D4.
Report on adaptation of pilot tools for

EU
-
Baltic States team work



D
ate of preparation:
03
/
1
0
/200
6

Start date of project:

01/09/2004



Duration:

36

months (extended to
40 months
)

Project coordinator name:
Jean BONNIN

Project manager name:
Alexander BERIOZKO

Project coordinator organisation name:
EDNES

Authors:
Anatol
y SOLOVIEV
,
Zigmas BIGELIS
, Jean BONNIN,
Alexander BERIOZKO



Revision:
3
.0



Project co
-
funded by the European Commission within the Sixth Framework Programme

(2002
-
2006)

Dissemination Level

PU

Public


PP

Restricted to other programme participants (inc
luding the Commission Services)

PP

RE

Restricted to a group specified by the consortium (including the Commission Services)


CO

Confidential, only for members of the consortium (including the Commission Services)



IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


2

Executive Summary

The Workpackage 5 “
IST tools for EU
-
Baltic States team work: pilots” of the IST4Balt
project is devoted to various
e
-
collaboration

tools overview, selection of several tools for their
further use in the framework of the project and demonstration of potential of selected tool
s.

Since a huge amount of
e
-
collaboration

tools are developed, a special methodology is
needed for selecting the proper tools for EU
-
Baltic States team work. Such methodology was
developed by independent expert Zigmas Bigelis (Lithuania) in close collabor
ation with
IST4Balt telematics engineer Dr. Anatoly Soloviev (EDNES) and Lithuanian IST4Balt project
manager Saulius Arelis (VITP, Lithuania) under the coordination of IST4Balt project manager
Dr. Alexander Beriozko (EDNES).

The present report focuses on t
he developed selection methodology, overview of several
preliminarily selected
e
-
collaboration

tools, selection methodology application and practice of
using
e
-
collaboration

tools.


IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


3

Contents

1. Int
roduction

................................
................................
................................
................................
.................

4

2.

E
-
collaboration tools selection methodology

................................
................................
..............................

5

2.1. Types of tools

................................
................................
................................
................................
.

5

2.2. Tools for project management

................................
................................
................................
........

5

2.2.1. General description

................................
................................
................................
.................

5

2.2.2. The simplest tool for project managem
ent: paper work plan and

e
-
mail

................................

8

2.2.3. On
-
line project management

................................
................................
................................
...

9

2.2.4. The simplest on
-
line project management tool

................................
................................
.......

9

2.2.5. Simple on
-
line project management tool

................................
................................
................

9

2.2.6. Complex on
-
line project management tool

................................
................................
...........

10

2.2.7. The most complex on
-
line project management tool

................................
............................

10

2.3. Main types of IST4Balt project activities

................................
................................
.....................

10

2.4. Tools for team work

................................
................................
................................
.....................

11

2.4.1. General description

................................
................................
................................
...............

11

2.4.2. Information management

................................
................................
................................
......

11

2.4.3. Document management

................................
................................
................................
........

11

2.4.4. Knowledge management

................................
................................
................................
.......

12

2.4.5. News

................................
................................
................................
................................
.....

12

2.4.6. Communication service

................................
................................
................................
........

12

2.4.7. Collaboration (as a part of team work)

................................
................................
.................

12

2.4.8. Presence awareness/collaborative browsing

................................
................................
.........

12

2.4.9. End
-
user help service

................................
................................
................................
............

13

2.4.10. Technical support service
................................
................................
................................
....

13

2.5. Tools for teleworking

................................
................................
................................
...................

13

2.6. IST tools for IST Strategic Objectives

................................
................................
..........................

13

2.7. Tools for presence awareness and/or collaborative browsing

................................
.......................

14

2.8. Common criteria for tools

................................
................................
................................
.............

14

2.9. Information a
nd knowledge interactive portal for IST4Balt project

................................
.............

15

2.10. Summary

................................
................................
................................
................................
.....

15

3. Methodology application

................................
................................
................................
..........................

16

3.1. Preliminarily selected tools overview

................................
................................
...........................

16

3.1.1. BAL.PM

................................
................................
................................
................................

17

3.1.2. BSCW

................................
................................
................................
................................
...

23

3.1.3. HyperOffice

................................
................................
................................
..........................

30

3.1.4. Marratech

................................
................................
................................
..............................

33

3.1.5. MWlive

................................
................................
................................
................................
.

36

3.1.6. Projectplace

................................
................................
................................
...........................

37

3.1.7. Subversion

................................
................................
................................
............................

43

3.1.8. WorkSmart

................................
................................
................................
............................

44

3.1.9. Xerox DocuShare

................................
................................
................................
..................

53

3.2. Detailed assessment procedure description

................................
................................
..................

66

3.2.
1. Analysis and evaluation approach

................................
................................
.........................

66

3.2.2. Summarized information

................................
................................
................................
......

67

3.2.3. Brief semi
-
structured information on tools

................................
................................
...........

72

4. Practice of using

e
-
collaboration tools

................................
................................
................................
......

81

4.1. WorkSmart

................................
................................
................................
................................
...

81

4.2
. MarratechFree

................................
................................
................................
...............................

83

4.3 HyperOffice

................................
................................
................................
................................
...

86

4.4. Plone/Zope

................................
................................
................................
................................
....

94

5. Refe
rences

................................
................................
................................
................................
.................

98

Annex 1. Complete list of

e
-
collaboration tools

................................
................................
..........................

102

Annex 2. Glossary

................................
................................
................................
................................
.......

105


IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


4

1. Introdu
ction

The
IST4Balt
project
deals with different
e
-
collaboration

tools. Teams in different
countries implement the project and therefore
e
-
collaboration

mode is the most applicable and
convenient in such context
.
E
-
collaboration

tools should be used both fo
r project implementation
and project management.
The Workpackage 5 “IST tools for EU
-
Baltic States team work: pilots”
of the IST4Balt project is devoted to
various

e
-
collaboration

tools overview, selection of several
tools for their further use in the fram
ework of the project
and demonstration of potential of
selected tools. More in detail the
W
orkpackage objectives

are listed below:



develop community in the Baltic countries capable to operate efficiently in modern
information society at the level comparabl
e with similar communities in EU member
states
;



select on competitive basis 3
-
4 most innovative IST developed non
-
commercial tools
applicable for EU
-
Baltic States team work or useful for information society development
in the Baltic States in the field of
Strategic Objectives eligible in this call for applications:
2.3.2.6. Applications and services for the mobile user and worker; 2.3.2.10
e
-
Inclusion;
2.3.2.3 Open development platforms for software and services; 2.3.2.7 Cross
-
media
content for leisure and
entertainment; 2.3.2.9 Improving Risk management, and carefully
evaluate the selection
;



demonstrate (on non
-
commercial basis) potential of the selected EU telematic products at
the project conferences, workshops,
web
-
sites, training courses, News Journal,
etc.
;



adapt, as pilot examples, a selected innovative tool for IST4Balt project management
activities and every day working collaboration between the partners
;



following the above actions and carefully analyzing their results prepare a report on the
pilot
implementation of IST tools in the Baltic States. The report will focus on what kind
of tools are really needed to be developed by IST FP6 as far as their implementation in
Latvia, Lithuania and Estonia are concerned
.

Since a huge amount of
e
-
collaboration

tools are developed, a special methodology is
needed for selecting the proper tools for EU
-
Baltic States team work. Such
methodology
was

developed by independent expert Zigmas Bigelis (Lithuania) in close collaboration with
IST4Balt telematics engineer Dr
. Anatoly Soloviev (EDNES) and
Lithuanian
IST4Balt project
manager Saulius Arelis (VITP, Lithuania) under the coordination of IST4Balt project manager
Dr. Alexander Beriozko (EDNES).

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


5

The present report focuses on
the developed selection methodology, overvi
ew of several
preliminarily selected
e
-
collaboration

tools
, selection methodology application

and
practice of
us
ing
e
-
collaboration

tools
.

2
. E
-
collaboration

tools selection methodology

2.1. Types of tools

For implementation and management of the project d
ifferent types of tools should be
selected for usage or demonstration:



Tools for
project management
,



Tools for
team work
,



Tools for
teleworking
,



Tools for
presence awareness

and/or
collaborative browsing
,



Tools for
IST Strategic Objectives
(
for demonstrati
on
).

We should pay attention that teleworking is a mode/method of work. Some tools can be
used in teleworking mode and some tools cannot.

2.2. Tools for project management

2.2.1. General description

Project management tool should support the following main

activities:



Resource and activity management
,



Work plan development, tracking, monitoring, controlling, assessment
,



Project management training
,



Reporting (periodic and ad hoc)
,



Organizational and personal culture creating and support (guides, manuals).

T
here is a number of very complex project management tools. Nevertheless for IST4Balt
project management we could use simple
on
-
line

tools

in
teleworking mode
,
e.g.

task
management can be done using
on
-
line

work plans

(for WPs, partners,
etc.
);
on
-
line

repo
rting,
discussions
e
-
mailing and resource management could be done using Excel spreadsheets and its
storage at
web
-
portal.

Work plan,

both summarized and detailed, should be developed using Word and stored
at portal as well.

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


6

Work plan
tasks

monitoring, co
ntrolling and assessment

can be performed using
communication services (typically asynchronous,
e.g.

e
-
mail

or discussion forum).
Urgent

issues
could be discussed using mobile phone, chat or VoIP (Voice over IP) services.

Project management training

should

be organized both in face
-
to
-
face and
on
-
line

modes.

Reporting

could be made using communication services (
e.g.

e
-
mail
) and/or by storing
and accessing reports or their drafts at project portal.

To assist project team in creating and supporting organizati
onal and personal
culture
environment

we should develop different manuals and/or user guides and provide team
members with access to them at project portal.

We should pay attention that we cannot use workflow and automatic messaging
applications.

In table
1 we analyze different
types

of project management tools and methods.

Project management is divided into:



Task management
,



Resource management
,



Analysis
,



Review and evaluation
,



Support and maintenance
,



Other.


Table 1. Project

management (PM) tools analysi
s
1

Feature

The most
complex
PM tool

Complex
PM tool

Simple
PM tool

The
simplest
PM tool

On
-
line

work plan
and
e
-
mail

E
-
mail

and paper
work plan

TASKS

Team Calendar

X

X

X

X



Personal Calendar

X

X

X

X



Complete project work plan

X

X

X


X


Project part
ner work plan
level 1 (milestones and
deliverables)

X

X

X


X


Project partner work plan
level 2 (tasks, persons, date)

X

X

X


X


Personal work plan
(calendar)

X

X

X


X


Gantt charts of work plans

X

X



X


Networked work plan (
e.g.

X









1

Such table can be used
for analyzing selected

e
-
collaboration

tools
.

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


7

Feature

The most
complex
PM tool

Complex
PM tool

Simple
PM tool

The
simplest
PM tool

On
-
line

work plan
and
e
-
mail

E
-
mail

and paper
work plan

PERT)

Message

on planned task
(sent before the year
beginning)

X

X

X


X

X

Message on planned detailed
task (sent before the quarter
beginning)

X

X

X


X

X

Message on planned very
detailed task (sent after
entering the task)

X

X



X

X

Message on changes in the
work pl
an

X

X



X

X

Alert message on tasks (sent
N days before)

X

X

X


X

X

Alert message (if task is not
completed), repeated until
date of complete or change

X

X



X

X

Personal report on
completed task

X

X



X

X

Personal report on
completed task and
delivera
ble (document,
presentation, application,
etc.
)

X

X



X

X

Draft reporting

X

X





Report of the partner team

X

X

X


X

X

Project report for submission
to EC

X

X

X


X

X

Proposal for work plan
change

X

X

X


X

X

Approved work plan change

X

X



X

X

Mess
age on approved work
plan change

X

X



X

X

Meetings memo as detailed
work plan or changes in
work plan

X

X

X


X

X

Recalculating all tasks upon
changes made (when using
PERT)

X






Templates of work plan and
reports

X






Multi project management

X






RESOURCES

Financial resource
management

X

X

X




Human resource
management (summarized
and detailed for any task)

X

X

X




IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


8

Feature

The most
complex
PM tool

Complex
PM tool

Simple
PM tool

The
simplest
PM tool

On
-
line

work plan
and
e
-
mail

E
-
mail

and paper
work plan

Equipment

X

X





Location (real estate)

X






Other

X






Resources assigned to tasks

X

X





ANALYSIS

List of comple
ted tasks
(timesheets)

X


X




List of not completed tasks
(with notes)

X

X

X
(without
notes)


X


List of planned tasks

X

X

X


X


Lists of changed tasks (with
notes)

X

X



X


Charts on completed, not
completed and planned tasks
during defined time peri
od

X

X



X


Comparison of task results
with project goals and
objectives

X






Risk management

X






REVIEW AND EVALUATION

Manual review

X

X

X


X


Generated review

X






General and detailed
evaluation

X




X


SUPPORT AND MAINTENANCE

Various ac
cess role
management







Templates development







Installation







Training in use of tool







Platform







OTHER

Cost







Experience of vendor







Integration with other
systems







Tools enhancement







Customization







2.2.2. The simplest tool for project management
:
paper work plan and
e
-
mail

The simplest tool or, to be more
exact
,

the
simplest way

for project management in
teleworking mode

contains the following features:



Communication and exchange of information

via

e
-
mail
,

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


9



Sending reports and work results (deliverables) by
e
-
mail
,



Developing work plan and detailed schedule in a table format
,



Resources calculating using spreadsheets.

In this way the work plan is developed manually and sent by
e
-
mail

to all team membe
rs.
Additionally
e
-
mail

is used for sending messages on planned tasks, reports on task completion
and reports with attached task result (deliverable) if result is a document.

Resources are
calculated using spreadsheets and results are sent by
e
-
mail
.

2.2.3
.
On
-
line

project management

Main tool for
on
-
line

project management or, to be more
exact
,

other applications that
enable project management contain the following elements:



Project
web
-
site
,



Communication services
,



Microsoft office or other software for w
orking with documents and spreadsheets.

The work plans are published at
web
-
site and team members have rights to access it.
Reports are sent by
e
-
mail

and results if available are published at
web
-
site. Resources are
calculated and published at
web
-
site.

E
-
mail
s with alert messages or changes can be sent
manually or the corresponding information can be published as news items.

2.2.4. The simplest
on
-
line

project management tool

The simplest tool is team and/or personal calendar where tasks are assigned to d
ata.

Work
plans, messages and reports are managed in the same way as in
on
-
line

project management
(without using PM applications).

There are a lot of free of charge calendars,
e.g.

Open Source applications.
E.g.
, if we use
Open Source portal basing on Plo
ne and Zope we can find both team and personal calendar
applications
,
we need just to install them. Typically it is recommended to use as much tools as
possible, which are developed on the same platform,
e.g.

Plone and Zope.

2.2.5. Simple
on
-
line

project m
anagement tool

Simple tool enables to create
on
-
line

work plan. After that messages on included tasks are
sent automatically.

After reporting it is possible to get current project status (completed/not
completed/planned tasks).

Some tools allow transformi
ng work plan from table format to Gantt chart.

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


10

2.2.6. Complex
on
-
line

project management tool

Complex tool enables creation of
on
-
line

work plan at different levels and Gantt charts,
calculation of resources, automatic recalculation of both task time and

resources after changes
applied. Messages are sent automatically and after reporting it is possible to analyze both current
status and status dynamics (changes).
It

will be
possible to

analyze in
a
more powerful way.

Some tools use
issues
,
e.g.

AdvancedT
ier Project Tracking 2.1c
[3]
.

Issues are associated with Projects or Tasks. An issue is defined as a
‘p
roblem’

or
‘matter

of discussion’

or
‘quest
ion’

associated with Project or Task that is not qualified to be a
task by itself. Authorized users can defin
e a new issue at project level or task level.

An issue can be assigned to one or more resources that are already associated with Task
or Project. An issue has notes that can be read/added by authorized users.

All notes associated with an issue are date a
nd time stamped.

Such system supports full tracking and management of issues associated with Projects
and Tasks.

E
-
mail
s are generated upon each issue update, thus all associated resources stay up
-
to
-
date with status of issue.

2.2.7. The most complex
on
-
line

project management tool

Such tools provide complete functionality. Project team should decide if it really needs
such a powerful tool for one project management. Typically such tools are used for managing
not a single project but multiple projects bot
h interconnected and non
-
connected.

2.3. Main types of IST4Balt project activities

The IST4Balt project provides the following activity types:



Dissemination of various information and knowledge,
e.g.

market review, technology
study in Baltic countries, FP
6 and other EU programmes,
etc.
,



Demonstration of IST tools,



Training,



Development of new project proposals in collaboration with potential partners in Baltic
states and other EU countries,



Partnership support,



Consulting.

All these activities are performe
d in two different ways: face
-
to
-
face (at conferences and
workshops) and virtual (using communication services,

via

the project portal).

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


11

We should pay attention that either for dissemination or training or demonstration we
need first to create information,

documents or presentations,
i.e.

we need facilities for
information, document and knowledge management.

2.4. Tools for team work

2.4.1. General description

Tools for team work provide the following services:



Access

to WWW,



Information

collecting, publishi
ng on the
web
, processing and dissemination,



Documents
creating, updating, approving,



Knowledge

creating, discovery, sharing, processing, using and dissemination,



News
publishing and distribution,



Search
engine (s
imple, advanced and intelligent search
),



Co
mmunication

service (face
-
to
-
face and virtual, synchronous and asynchronous)
,



Collaboration
service,



Presence
awareness

and collaborative browsing
,



End
-
user
help

service
,



Technical
support

service.

Team work should be performed in
teleworking mode
.

2.4.2.
Information management

Information management

feature should provide:



Easy storing of selected information on the
web

(
e.g.

project portal),



Easy searching for information required (navigation in a folder system can be used as
well).

2.4.3. Document manage
ment

Document management

feature should provide:



Support of documents in different formats (Word, PowerPoint,
etc.
),



Easy storing and publishing on the
web

(
e.g.

project portal),



Easy updating and management of document versions,



Collaborative (team member
s) discussions on document content and updating,



Easy searching for documents required (navigation in a folder system can be used as
well).

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


12

2.4.4. Knowledge management

Knowledge management

feature should provide:



Transforming information to knowledge by en
riching content objects (information
extracts) with different types of metadata in collaborative (all team members) and
teleworking modes,



Developing domain taxonomy (or ontology) in collaborative (all team members) and
teleworking modes,



Intelligent searc
h for knowledge required,



Easy updating of both metadata and taxonomy in collaborative (all team members) and
teleworking modes.

2.4.5. News

News is a type of information. News list should be formed automatically

and published
on a
web
-
page always in the
same place. It is recommended to use “News” tab.

2.4.6. Communication service

Communication service can be a part of tool or an independent service (the best solution
if it is free).

Communication services should provide:



Asynchronous communication (
e
-
mail
, group
e
-
mail
, discussion forum,
web

logs
(optional)),



Synchronous communication (chat, instant messaging or VoIP in real time,
e.g.

Skype).

2.4.7. Collaboration (as a part of team work)

Collaboration service should provide:



Collaborative document process
ing,



Collaborative information processing,



Collaborative knowledge processing.

2.4.8. Presence awareness/collaborative browsing

Presence awareness/collaborative browsing feature should provide:



Easy presence awareness
on
-
line

(
e.g.

on
-
line

users (team memb
ers) in Skype),



Simple collaborative browsing (
e.g.

browsing the same
web
-
page with Virtual Presence
System (VPS) activated).

It is worth mentioning that sometimes using an additional tool is less convenient than
using an integrated system.

IST4Balt

Report on adaptation of pilot tools for EU
-
Baltic States team work

D4


13

2.4.9. End
-
use
r help service

End
-
user help service should provide:



Easy searching for help information on tool features,



Easy searching for help information on project business processes.

2.4.10. Technical support service

Technical support service should provide:



Easy s
upport in teleworking mode,



Easy changing of registered members rights,



Easy backup.

2.5. Tools for teleworking

A set of tools for teleworking depends on activities to be performed in teleworking mode.
Therefore tools for teleworking should provide the sam
e services as tools for team work,
however all activities should be performed in teleworking mode, since team members are located
in different sites. The services provided are the following:



Access to WWW,



Communication (synchronous and asynchronous),



Docu
ment management,



Information management,



Knowledge management,



Presence awareness,



Collaboration service (only for team members and potential partners),



Technical support service,



End
-
user help service.

In the case of teleworking mode it is necessary to pa
y attention to strict
er

task definitions,
reporting and communication that enable exchange of information, consulting and provide
presence awareness. Communication services should be also used in conference mode to hold
meetings and discussions in real
-
tim
e. In teleworking mode technical support and end
-
user help
systems are of great importance.

2.6. IST tools for IST Strategic Objectives

The IST4Balt project requires selection of several most innovative IST or other tools
applicable for EU
-
Baltic States t
eam work or valuable for information society development in
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the Baltic States in the field of the following Strategic Objectives:
2.3.2.6. Applications and
services for the mobile user and worker
,
2.3.2.10
e
-
Inclusion
;
2.3.2.3 Open development
platforms fo
r software and services
;
2.3.2.7 Cross
-
media content for leisure and
entertainment
;
2.3.2.9 Improving Risk management
.

Such tools will be selected and then demonstrated at the project conferences, workshops
and
web

system.

2.7. Tools for presence awareness

and/or collaborative browsing

Tools for presence awareness/collaborative browsing allow project team members to:



Be aware

when other project team members are
on
-
line
,



Discuss

and
collaborate

in real time,



Simultaneously
browse

the same
web
-
page/
web
-
site.

There is a number of specific collaborative browsing tools,
e.g.

CoBrow, VPS and other.
It is also possible to use VoIP (Skype) for discussions and browse the same
web
-
sites
simultaneously, since Skype provides
also

presence awareness service. In this case

team
members have rights to update contents of
web
-
pages and after updates are performed each
communication member is able to browse a new version of
web
-
site.

2.8. Common criteria for tools

Tools are evaluated using a lot of criteria. Some of these crite
ria are specific for the
corresponding groups of tools and some of them are common for all.

The list of criteria, which are common for any tool evaluated, is given below:



Easiness in installation,



Easiness in studying,



Easiness in usage,



Easiness in suppor
t and maintenance,



Easiness in enhancement (adding and/or developing new applications),



Easiness in integration with existing software applications and services,



Ability for support and maintenance in
teleworking mode
.

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2.9. Information and knowledge intera
ctive portal for IST4Balt
project

Lithuanian partners of the IST4Balt project use next generation interactive information
and knowledge portal for the project representation on the
web
. The portal integrates different
communication free services and provi
des the following features:



Project management (the most necessary activities),



Team work (no workflow management),



Presence awareness and collaborative browsing,



Teleworking.

Since the project portal is developed using Open Source, a great amount of devel
oped
applications can be applied. The project team only needs to select suitable applications and
install them as a part of the portal. The portal supports multilinguality as well.

Other free communication services, which can be incorporated into the porta
l, are:



Asynchronous (
e
-
mail
),



Synchronous (chat or VoIP,
e.g.

Skype).

The project team only develops knowledge base and domain taxonomy base for the
portal.

2.10. Summary

Tools should be selected to meet project requirements

At the moment a great amount o
f simple and complex tools exist. Therefore tools should
be selected to meet project implementation and management requirements but not the most
complex tools should be selected.

Synergetic approach

While selecting project management tools it is necessary

to analyze other tools to
evaluate solution interrelation and to get synergetic effect of a project as a whole system.

Project portal together with communication services
:
an integrated tool

The IST4Balt information and knowledge portal in Lithuania toget
her with free
communication services can provide all necessary features both for project implementation and
management.

Relationship with FP6 Strategic Objectives

Proposed solution (information and knowledge portal with communication services)
meets requir
ements and recommendations of several FP6 Strategic Objectives. As an Open
Source portal it meets recommendations of Strategic Objective 2.3.2.3. “Open development
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platforms for software and services”, and together with communication services they partly m
eet
requirements of Strategic Objective 2.5.6. “Collaborative Working Environments”.

3
.
Methodology application

The developed methodology for tools selection was applied to a
huge

amount of
e
-
collaboration

tools (see Annex 1).
First

of all
,
using the basic

principles of the methodology
(
e.g.
,

2.8)
nine

tools
were

preliminarily selected
.
The overview of these tools is given in section
3.1
1
.
Then

the nine preliminarily selected tools were subjected to more detailed assessment
.

The
assessment procedure
and its

results are

given in section 3.2.

3.1.
Preliminarily

selected
tools overview

Using the basic principles of the methodology
(
e.g.
,

2.8)
the following nine tools were
preliminarily selected:



BAL.PM
[8]
,



BSCW
[9]
,



HyperOffice
[27]
,



Marratech
[39]
,



MWlive
[4
4]
,



Projectplace.com [62]
,



Subversion
[75]
,



WorkSmart

[92]
,



Xerox DocuShar
e [95]
.

The special meeting of the IST4Balt Steering Committee devoted to the preliminary
selection of
e
-
collaboration

tools was organized on
25
October 2005 on the occasion of the
I
NFOBALT
-
IST4Balt 2005 Conference “Evolving Mobile Europe” and the IST4Balt 2005
Workshop “Participation in IST at the Edge of Sixth and Seventh Framework Programmes”
held
in Vilnius, Lithuania,
on 24
-
25
October 2005. The IST4Balt project engineer, independ
ent
experts and project participants presented the proposed
e
-
collaboration

tools for evaluation by
the IST4Balt Steering Committee. Decisions on implementation of these tools were taken at this
meeting.

Detailed description
s

of
the preliminarily selected

tools
are

given below.




1

All the materials given in 3.1.1.
-
3.1.9. were ta
ken from the web
-
sites, promotional leaflets, booklets,
etc.

related to the corresponding tools and/or their developers. The complete list of references is given in Chapter 5.

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3.1.1.
BAL.PM


BAL.PM [8]
was designed in the framework of the FP6 under
EU Community Initiative
INTERREG.

Efficient management of EU funded projects is vital for their success. Today's tools often
lack instant reporting on tasks in

progress as well as transparency on project status. Today

s
handling of reports is often slow, error
-
prone and not transparent. BALance offers a service
tuned to companies involved in EU funded RTD projects, which enables them to define their
costs catego
ries, to specify their personnel resources and to instantly report their progress and
resource allocation and thus allow monitoring of all project activities without investment in
software, training and maintenance of expensive tools.



Figure
1
. BAL.PM scheme.


The general idea of the system is the following:



e
ach project has its own
web
-
site

with login protected access area
:






e
ach project has its own database with all
necessary

data in background
:

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Manager rights include:



change project struct
ure
:

-

define partner,

-

define comp
onent/action,



change budget
,



create events
,



create to do item
,



create cost categories
,



create document types
.

User rights include
:




roles:

-

workpackage leader
,

-

task leader
,

-

task member
,

-

project member,

-

etc.
,



tasks
:

-

upload
,

-

do
wnload
,

-

create reports
,

-

create graphs
,

-

create cost statements
,

-

etc.


The working concepts are:



deliverables

(
collector for all documents related to the creation of the deliverable,
approval mechanismcontributions, references,final document,
etc.
),



document
s

(
publications, forms, general WP information
),

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events

(
bag for all information related to the event Agenda, MoM, participantlist,
presentations
etc.
),



news

(
company leaders can publish news to task members or to all partners
),



to do list

(
sorted by compo
nent, partner or date
).

The reporting concepts
include
:



monthly reporting
:

-

hours

per
action
,

-

cost

per
cost category and action
,

-

progress

per
action
,



reports
:

-

per action
,

-

per partner
,

-

per reporting period
,



cost statements
:

-

consistent with reporting
,

-

printab
le
,

-

archived
,



report whenever
it is needed
,



"correct reporting" allowed only
,



any report can be edited until the corresponding cost statement is submitted
,



analysis of budget and progress

supported
.

The BAL.PM Europe
offer
includes:



set
-
up of “your projec
t”
web
-
site on BAL.PM’s server (
e.g.

your
-
project.balport.com)
including 2 GB reserved database space and unlimited data transfer volume,



a secured server,



full back
-
up service,



continuous update

service on BAL.PM (new/improved functionality),



e
-
mail hotl
ine for functional questions (24h response time during working days).

The offer includes also a one
-
day training in BAL.PM’s office for up to 10 participants.
Alternatively an introduction can be given by telephone conference.

After the end of the projec
t all project
-
data
is provided
as a database
-
dump on CD
-
ROM/DVD.

In addition to the base arrangement BAL.PM offers four on top packages:

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Add on package 1: Set
-
up of project structure and filling in basic partner
-
data. Basis is
the project contract, techn
ical
-
annex/work
-
programm
e and the cpf
-
forms of partners;



Add on package 2: Set
-
up, administration and hub for project
-
internal
e
-
mail lists. This
would enable each of project partners to send project internal mail to one address (the
e
-
mail

list) which th
e
n distributes it further to all project partners mentioned on that list.
(max.
e
-
mail size is
1 MB);



Add on package 3: Offer for a project
web
-
site

ag
ainst
customer’s
specification;



Add on package 4:

Training on BAL.PM and coaching for Project Management a
t
customer’s

site.

Required

BAL.PM will be ready for service one week after contract signature and
receiving all necessary information about
the

project.

RTD support includes:



T
raining courses

for EU 6th Framework Programme
:
how to prepare a proposal (gene
ral
course, consortium independent)
;



Proposal/Contract Consulting
:

-

Consortium Start Workshop

(
p
re
-
evaluation of indicative proposals (pre
-
sent
-
in)
and workshops on FP6 for consortia interested to submit a proposal)
,

-

Draft Proposal Evaluation

(expert opinio
n of sent
-
in proposals including written
report)
,

-

Consortium Evaluation Workshop

(expert opinion of a draft proposal (pre
-
sent
-
in)
and discussion with the consortium in a one
-
day workshop
);



Proposal Preparation, Contract Negotiation
:

-

Full editing of proje
ct proposals
,

-

Contract negotiations

of successfully evaluated proposals
;



Project Management

(e
fforts to be spent depend on several parameters,
e.g.

type of
proposal (instrument), size of consortium, structure of the workplan, project duration,
specific wo
rk assigned
etc.
)
. T
he following different management services are
distinguished:

-

Administrative Project Management

(typical efforts are 0,5
-
1 person
/
day

per
proje
ct week);

-

Coordinating and Administrative Project Management

(typical efforts are 2
-
3,5
perso
ndays

per
project week)
;

-

Technical, Coordinating and Administrative Project Management

(typical efforts
are 4
-
6 persondays

per
project week).

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Some screen
-
shots of the BAL.PM system are given in fig.
2
.






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Figure
2
. BAL.PM screen
-
shots.

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3.1.2. BSC
W


BSCW (Basic Support for Cooperative Work
) [9]

is a powerful and scalable groupware
system

with full document management facilities
, which is suitable for small and medium
enterprises as well as for companies operating world
-
wide. The BSCW developer Orb
iTeam
Software GmbH does not only provide a stable working environment that comes with minimal
installation and administration costs, but also offer different licensing models that make
web
-
based groupware affordable for any enterprise.

Although
e
-
mail

an
d
e
-
c
ommerce have now reached most companies, many still afford to
neglect one of the original advantages of the Internet and
web

computing

improving the
cooperation of distributed co
-
workers. By using modern Internet technology, group coordination
and coo
peration may be extremely simplified
,
existing processes become more efficient.

Sharing and exchanging information nowadays is a crucial factor for almost any business.
Projects need to be managed with external partners or branches, a bunch of documents i
s
generated, circulated and needs to be managed and archived
,
and most importantly: all this
information must be accessible to authorized personnel only. Based on standard
web

technology,
BSCW allows the cooperation of geographically dispersed groups of an
y size
,
across
organizational boundaries and acr
oss different system platforms:



create shared workspaces to exchange information,



share documents with internal and external partners,



coordinate collaboration with versions and workflows,



stay informed throu
gh event histories and notifications,



define access rights using a flexible role concept,



exchange tasks, appointments, notes and contacts.

Existing knowledge can be used more effectively by simplifying access to information
for all members of
the
team.

BS
CW is easy to set up and use and requires no software installation at the users' sites.
Any normal
web

browser (Microsoft Internet Explorer, Netscape Navigator,
etc.
) provides access
to the system.

The system is based on the notion of a shared workspace, a

joint storage facility that may
contain all kinds of objects such as documents, tables, graphics, spreadsheets or links to
web
-
page
s. Once a workspace has been set up, all members may upload, edit or download documents
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to it. The BSCW system will keep the

members of a group informed about each other's relevant
activities in the shared workspace. Besides user and group management, the BSCW system
maintains the stored documents and applies access control to the shared workspaces.

Intuitive Interface

BSCW Ve
rsion 4 has an attractive look and feel and an intuitive user interface. A
navigation bar and shortcut icons improve usability, popup menus and menu bars make it easy to
use BSCW (fig.
3
).



Figure
3
. BSCW interface.


Advanced Features

BSCW supports the c
oncept of roles
,
workspace managers may define new roles and
assign roles to group members. This approach helps to simplify the management of access rights.
Version control, group calendars and discussion forums are other tools that allow advanced
group co
llaboration.

What's new in BSCW
,
version 4.3?




On
-
line

surveys (polls)
:

BSCW now allows users to create and manage polls. Polls provide means to collect and
evaluate the opinion of other users on certain topics. BSCW provides an interface for editing,
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exec
uting and evaluating polls. Polls may be accessible to the general public or to the members
of a workspace only.



Mobile access


BSCW provides special interfaces for mobile devices ranging from simple WAP devices
to PDAs and SmartPhones with an integrated
web browser.



Integrated HTML editor


Editors for browser based editing of HTML content have been integrated into BSCW and
will allow editing of web documents and workspace banners.



Contact lists

BSCW now provides a new object to collect address and cont
act information in
workspaces. Users may establish contact lists, share contact data in workspaces and
import/export contact information to external applications.



Reminder service


BSCW now features user defined reminders based on a generic scheduler serv
ice. Users
may define alerts to appointments to be reminded of an upcoming event in advance. The calendar
now also offers recurring appointments,
e.g.

periodic meetings or birthdays.



Additional enhancements

The new version also includes a number of furthe
r enhancements such as an integrated
document upload client which supports convenient upload of multiple documents into a shared
workspace (without need of local software installation).

Various other improvements simplify the daily usage of the system. Fo
r example, new
user sessions enable a logout function and discussion forums provide an improved view of
individual notes.

Important Features (since version 4.2)




Workflow functionality


BSCW provides workflow functionality based on the concept of tasks, w
hich may be
regarded as steps of a workflow. A task represents something that a requestor wants to be done
by a contractor. A task may have input and output fields which allows to specify the requested
results. Furthermore, a task may contain any kind of a
ttachments. The personal task list of a user
lists all tasks the user is responsible for.



Circulation folders

Circulation folders allow coordination of sequential access to documents. In addition to
ordinary folders, circulation folders have a task list a
ssociated: a list of persons (participants)
who have to carry out a certain task with the material in the folder,
e.g.
, review a document. The
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circulation folder is processed by forwarding the folder to the people on the task list one after the
other in th
e specified order.



User defined attributes

Documents may have user defined attributes (meta data) such as an abstract or keywords.
BSCW provides a predefined set of attributes which have been taken from the Dublin Core
standard. In addition, users may ext
end this predefined attribute set by specifying additional
attributes which may be necessary for particular applications.



Offline synchronization of documents

The new BSCW briefcase feature allows synchronization of documents with a local PC.
Folders may b
e put in the briefcase by a simple mouse click and synchronization of BSCW with
local PC is started easily within the system. This feature is especially useful if
it is necessary to

work offline. Documents may simply be edited locally and then be synchroni
zed with the BSCW
server again.

Important Features (since version 4.1)



Integration of office applications


Sav
ing

documents directly to BSCW
,
BSCW supports the
web
DAV protocol allowing
better integration with desktop applications. Using the appropriate app
lications
one

may edit
documents and save them directly into a BSCW folder.
It is possible to

browse BSCW folders
using
web
DAV compliant applications,
e.g.
, MS Windows Explorer and perform drag & drop
file upload and download.



Document upload

via

e
-
mail

U
pload
ing

documents

via

e
-
mail rather than

via

the usual
web

interface. Simply send an
e
-
mail to favourite BSCW folder and attach the document(s) to contribute to the workspace.



Complete calendar features

The integrated calendar component provides a great
number of features for scheduling of
appointment. Invited participants receive
e
-
mail

notifications and may directly confirm or
decline their attendance. Users may add attachments to appointments and import (as well as
export) calendar data (in iCalendar f
ormat) from external calendar applications.



Intuitive user interface

BSCW provides an easy
-
to
-
use interface for quick access to shared information. All the
information need
ed

to perform tasks is directly accessible through a
web

browser and can be
easily
edited. Various advanced interface features simplify the usage of BSCW: configurable
columns provide additional information,
e.g.

about the size of objects in a folder listing. The
number of entries in a folder listing may be limited to a particular maximu
m number.
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Configurable user preferences are provided in order to select the preferred interface language or
whether or not to use the JavaScript enhanced interface. BSCW supports the Unicode standard,
thereby allowing the usage of multiple character sets w
ithin the user interface.

Application areas of BSCW



Broad application range

The application range of the BSCW software comprises simple and fast collaboration in
project teams on the basis of digital media (documents, notes,
etc.
). Exchange of knowledge
t
akes place on the basis of
shared workspaces
, dedicated areas where project partners may
deposit and retrieve information.



Further application areas

In contrast to traditional document management systems, BSCW includes a number of
innovative features. Bes
ides the usual management of shared document archives, the system
provides comprehensive information about important activities in the users' workspaces,
including automatic delivery of activity reports.



Fourth generation groupware

The current fourth gene
ration of BSCW offers all features required in daily usage.
Furthermore, the BSCW user interface is available in several languages (
e.g.
, English, German,
French) which allows access to the system in the native language of users from many countries
and the
reby makes the usage of the system even simpler.

The most important features of BSCW at a glance



Authentication:

people have to identify themselves by name and password before they
can access BSCW workspaces;



Version management:

documents within a worksp
ace may be put under version control;



Mechanisms for locking documents:

documents may be locked temporarily to deny write
access to other users;



Discussion forums:
users may start a discussion on any topic
,
presented by the system in
a threaded view;



Anno
tations and ratings
: users may add notes to objects in a workspace and rate the
quality of objects;



Event notification:

various options for getting informed about events in shared
workspaces, including direct
e
-
mail

notification and daily reports;



Search f
acilities:

users may specify queries to find objects within BSCW workspaces or
on the
web
;

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E
-
mail

integration:

users may send
e
-
mail

messages to other BSCW users and may
distribute documents of a BSCW workspace

via

e
-
mail
;



And much more:

of course, BSCW p
rovides many other features not listed here in detail
,
including role based access rights, document format conversion, import and export of
archived structures, interfaces to synchronous communication tools, personalized user
interfaces and support of many

different document formats.

Requirements

Installation and maintenance of BSCW is particularly easy. User administration may be
set up as
self
-
organization

by the users,
i.e.
, users may invite (or exclude) other users to (or from)
their workspaces without

having to ask a system administrator.

No software installation

is required on the client's side. Any normal
web

browser
(Microsoft Internet Explorer, Netscape Navigator,
etc.
) provides access to the system. Advanced,
optional features (based on Java/Java
Script) require a recent version of one of the major
web

browsers. Special platform specific extensions are provided for more comfortable upload of
documents (available for Windows and a variety of Unix dialects).

The BSCW server software may be installed

on
Windows 2003/2000/NT

and various
UNIX

dialects (
e.g.

SUN Solaris, HP
-
UX, AIX, Linux).

The intuitive user inteface and the usage of typical Internet application patterns provides
a system which is easy to learn and use. Several predefined user profiles

and features for
individual customizations of the user interface require only minimal efforts to get familiar with
the system and increase the users' satisfaction.

Control access

Different access rights, dynamic work groups and public areas provide sophi
sticated
features for controlling the access to documents. Define roles to set access rights for user groups
and individuals.

BSCW Licensing Models

There is an option either to
buy a BSCW server licence or
to
rent the usage o
f a BSCW
server (ASP model). I
n case of
buy
ing

a BSCW server licence,
it is possible to

run BSCW in
a
company network (Intranet solution) or grant access to it over the Internet (Extranet solution). I
n
case of
rent
ing

the usage of a BSCW server,
users

access
,

via

the Internet
,
a BSCW S
erver
operated by Orbiteam on
their

behalf.

Whether the rental model or the purchase model is most appropriate for
an

organization,
can only be decided on an individual basis after analysing specific requirements. In principle,
however, the following stat
ements can be made with respect to the respective advantages and
disadvantages
.

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Licensing own BSCW Server

Licence fees for BSCW server software refer to a one year license with complete update
service,
i.e.

the customer purchases the right to use the softw
are for one year. Within this year all
updates are included. The licence fees for the BSCW server software are based on the maximum
number of users that may be registered at the BSCW server:



Small company or project group
:

20 users: 1,690 €
,

e.g.

an archi
tect organizing a building project with BSCW
;



Medium sized company / external partners
:

100 user: 3,950 €
,

e.g.

a company exchanging sales material with external distribution partners using
BSCW
;



Large
-
scale enterprise:

1000 user: 19,750 €
,

e.g.

a service
provider with distributed locations in Europe, information management

in
distributed teams with BSCW.

Prices do not yet include taxes. Licence fees for other numbers of users are available
upon request.

Licensing BSCW for a longer period (more than one ye
ar) will qualify for a special
discount (please state in advance). The minimum contract period is one year, the minimum
number of users is 20 (registered users).

The licence fee includes:



Binary code of version 4.3 of the BSCW Server Software,



Free upgra
des to any later version of the BSCW Server Software which is released within
the licence period (one year),



Source code of the configuration files for the BSCW Server, including upgrades to any
later version of the BSCW Server Software which is released
within the licence period,



Licence key for a one year usage of the BSCW Server for the requested number of users,



On
-
line Help Pages for the BSCW system,



5 user manuals for the BSCW system (hardcopy),



Bug fixes (if necessary) for the BSCW Server softwa
re within the licence period,



E
-
mail

support for the BSCW Server administrator within the licence period.

Rent
ing

BSCW Server Space

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Customers who don't want to run their own server may use
BSCW

hosting solution
(sometimes referred to as ASP
-

application

service providing). Using this kind of software
outsourcing, all BSCW features are accessed using a standard
web

browser
,
no additional
installation is required at the customer's site. OrbiTeam is in charge of service maintenance,
including backup and use
r administration. The BSCW server is owned, maintained and
administered by OrbiTeam and is running the latest BSCW version.

The shared BSCW server hosting offers the entire BSCW functionality to users registered
by the customer. OrbiTeam Software GmbH cha
rges the following monthly fees on a

per
user
basis:



1 to 10 users
: 12 €

per
user,



11 to 50 users: 10 €

per
user
,



more than 50 users: 8 €

per
user.

Prices are hierarchized,
i.e.

if 15 users

are registered
, the monthly fee will be 170 €
(10*12 € + 5*10 €). Additionally, a one
-
time registration fee of 25 € is charged

per
u
ser.

Advantages of server hosting

are the following
:



immediately available

(no hardware purchase or
server installation necessary),



clear cost structure

(no hidden costs,
e.g.

by administrative employees),



minimal technical effort

(give a call and start wi
thin mi
nutes
)
.

3.1.3. HyperOffice


The HyperOffice

Intranet Suite
[27]

includes the
following

co
mponents:



W
eb
-
based
E
-
mail
:
web
-
based
e
-
mail

service and remote
e
-
mail access to send and
receive busines
s class
e
-
mail anytime, anywhere;



Outlook Synchronization
:
s
ynchroniz
ing

Outlook with HyperOffice
;

u
s
ing

either Outlook
or Hyp
erOffice as
e
-
mail client
;



Document Management
:
o
n
-
line file storage and document management f
or easy
on
-
line

collaboration;



Contact Management:
capabilities as an
on
-
line address book for ultima
te contact
management control;



On
-
l
ine Calendar & Group Calendars:

s
har
ing

group calen
dars for easy project
scheduling, with the convenience of
a
web
-
based,
o
n
-
line calendar;



Opin
ion Polls

polls
f
o
r

keep
ing

staff and partners i
nvolved in business decisions;

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Task Manager
:
web
-
based project management and task manager f
or easy on
-
line
collab
oration;



Announcements
:
providing

effective company
-
wide broadcasts
, communication and
reminders,



Discussion Forums
:
s
treamlin
ing

decision making process with on
-
line
forums and
discussion forums;



Services

s
ervices includ
ing

training, security, data inte
grity, SSL Encryption, disk
storage, data imports, branding & customization.

HyperOffice Document Management component

The ability to quickly share, access, and update electronic documents and other types of
electronic files is mission
-
critical in today'
s fast
-
paced business environment. Some businesses
purchase and maintain costly file
-
sharing servers. Others transmit files as
e
-
mail

attachments, but
this can be cumbersome as changes are repeatedly
e
-
mail
ed back and forth.

HyperOffice's Document Managem
ent System

provides the following possibilities:




Enable a digital workflow
,
create and review comments for each
on
-
line

document, create
an audit trail on document histories, and roll back to previous documents.



O
n
-
line overwrite protection
. I
f one person

already has a document
-
in
-
progress open,
HyperOffice alerts the next user and prevents accidental overwriting between concurrent
users
)
.



Document version control.

HyperOffice can automatically save and name multiple
versions of the same document based on

preferences, and lets roll back to a previous
version if needed.



W
eb

folders.

D
ocuments
can be saved
to the special

HyperDrive


folder, accessible
from desktop, and files are automatically saved in on
-
line HyperOffice folders, and
vice
-
versa
. It's the b
est of desktop and "
web
-
top" technologies combined.



Access information anytime, anywhere.

Authorized t
eam members can access files
instantly and securely from any computer with a
web

connection.



Escape from IT overload.

Because HyperOffice is completely
we
b
-
based, there's no
software to download, install, or maintain.



Secure storage and safe collaboration.

The permission
-
based system allows to authorize
which individuals or groups should have access to read or write
-
access to specific
documents and folders
. And if a team member accidentally deletes a document,
it

can
be
easily recover
ed
with just one click.

Pricing

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The pricing information is given in fig.
4
-
5
.



Figure
4
. HyperOffice
fees
.



Figure
5
. Comparing HyperOffice prices to other alternatives (fo
r the
group
size of 25 users)
.

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3.1.4. Marratech


Marratech

[39]

is the only
I
nternet collaboration solution to be purpose designed from the
ground up to create a true 'virtual office' with all the features shown
in fig.
6
.

Outstanding quality audio with

easy
-
to
-
use interactive whiteboard, application sharing,
real
-
time video and messaging on every participant's computer,
provides
a fully collaborative
work environment without leaving desk or home.

Marratech possesses the following main features:



P
rivate
'one
-
to
-
one' co
nversation with any participant;



Shar
ing

any application and hand
ing

control

to another user;



R
ecord
ing

and playback
of
the entire net meeting including voice, video and whiteboard
;



I
nclud
ing

office group meetings or video conferences in a M
arratech video net
e
-
meeting
;




Call
ing

remote people into the video net meeting even if

they are away from computer;



Security e
nd
-
to
-
end encryption for entire net meeting inclu
ding voice, video and
documents;




P
resent
ing

or 'broadcast
ing' to an unlimited a
udience;



W
orks on Mac, Windows and Linux;



Runs on existing PC's and Laptops
,

so

no additional capital expenditure

is needed.



Figure
6
. Marratech features.

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Marratech

is a client / server application. The server can be licensed and the client is
provided

for free allowing to invite unlimited meeting guests
.
Marratech consists of the
following components:



Marratech Manager

is the licensed software need
ed

on server i
n case of
set
ting

up own
virtual office meeti
ng rooms. It is described below;



Marratech

is t
he client software people need to access virtual office meeting rooms. They
download it free to a laptop or PC. They can also join meetings using MeetNow!
;



MeetNow!

is a Java solution supported by Marratech Manager which enables people to
join meetings dir
ect from their web browser. They don't need to manually download the
client software
,
it happens automatically
;



Time
-
to
-
Meet

is a 'pay
-
as
-
you
-
go' option. Instead of installing own server software,
it is
possible to
buy meeting time on
-
line, as need
ed
.

Mar
ratech Manager is used to create and manage unlimited virtual meeting rooms which
form the virtual office. It is licensed according to the number of concurrent user 'seats' needed by
a business or organisation. Users can access the meeting rooms through a
simple click
-
on a
web
-
page

viewer. The server software can be installed remotely and taking about 60 minutes to
implement and runs on Windows, Mac or Linux servers. Upgrades and extra licenses are
available instantly. Marratech Manager can be installed on
a company network, demilitarised
zone (DMZ) or a hosted
Internet

server. A simple installation wizard allows administrators to
create rooms and user accounts and its look and feel can be customised.

B
andwidth limits, media selection, encryption and network

port settings

are easily
controlled
, making it adaptable to more complex network scenarios. The Manager has support
for many simultaneous users and expands through simple clustering and IP Multicast.

O
ne room as an auditorium with unlimited seats
can also

be
license
d

for managing larger,
one
-
off meetings or presentations.

The Marratech client software
is supported by

Linux, Windows, Mac and Solaris.

Marratech's high grade, end
-
to
-
end encryption (256 bit AES) is turned on by default, protecting
authenticati
on, voice, video and whiteboard.

Marratech enables hold
ing

group meetings or
conferences on the web, face
-
to
-
face, on demand, whenever
they are needed

and wherever
participants

may be.

People

can see and talk to each other, and share applications and docu
ments without
having to be in the same room, the same building, or even the same country.
It is possible to j
oin
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Marratech meetings direct from web browser with MeetNow!
without
download
ing

any
software.

Below the main features of the Marratech client are

listed:



Dial
ling
out from meeting:
c
all
ing

landline, mobile or VoIP phones direct from
Marratech to connect with people who have n
o computer or Interent access;



Best voice quality:
a
ll participants enjoy exceptional voice quality with real time video
and
everyone can record and

play back the entire meeting;



Firewall friendly:
Marratech supports connections through network address translation
(NAT) firewalls, enabling, for example, both home and corporate users
to connect