Workplace Services Express – Walk thru <Welcome> Today, I am here to talk to you about exciting new announcements IBM has made in the last few weeks. These announcements are centered on what we call IBM Workplace. IBM Workplace represents all of the products and technologies inside of IBM Software Group that are focused on making people more productive. <CLICK> Shaun Smith

A Quick Tour Organized to help you perform common tasks 2 Handy people finder and contacts list, plus online status for instant messaging 3 Easy ways to change the look of the site and to create new team spaces 1 Quick access to information users need to do their jobs 4

Shared Lists Sales Tracking Sign Up Sheet Prospects Announcements Employee Directory Invitations & RSVPs Directions Minutes Survey Milestones FAQs Shared Lists Links Contacts Issues Vacations Attendance Agenda Lots of predefined lists to help you organize and manage content Dragging new lists from the palette, to add them to any team space Page through the data, customize the columns, or sort and filter the data

Lists and Forms To add or change items in the list, you fill out a form It’s simple to add new fields or change the layout of the form It’s a very simple way to build your own “applications” that collect and store the data you need

Anyone can easily change the list and form, without IT assistance – as long as you have the proper access rights 2 Customizing Lists Add new fields that will be displayed in the list and on the data input form 1 3 Drag and drop to re-arrange the columns-

Graphs Choose bar or pie views for the list data 1

Managing Documents Search for documentsand save searches to “smart folders” 3 Create or import any type of document 1 Send links to document 4 Familiar Folder Navigation 2 Live names throughout, so you can contact the author or other users 5

Document Lifecycle Check in, check out Version history Approvals Private Drafts Comment and Review

Reviewing Documents Discussion threads for tracking comments on documents 1

Editing Documents Use built-in editors or launch desktop applications Document is automatically saved back to the server when you finish editing Edit documents in any supported language Works on both Windows and Linux client

Microsoft Office Integration Word, Excel, and PowerPoint toolbars are extended to provide direct access to portal functions such as locking, versioning, etc… 1 Document properties can be stored in portal, searched and used for preview 2 We also provide extensions to the Office toolbars and menus, so you can work directly with Portal documents. Again, all of this functionality is available in both portal and workplace.

Desktop Integration Windows Explorer extension lets you work with server documents as if they were local files Files are automatically stored back on the server 1 There is also a Windows Explorer extension which lets you do the same kind of work from the desktop. The contents of the PDM library are synchronized to the file system as local files, where you can work with them and they are saved back to the server.

Team Spaces 1 Collaboration tools: team schedule, team documents, discussions, chat room, and search 2 Manage roles, membership and access to the team space. Instantly chat with other members of the team

Finding and Communicating with People 1 People Finder integrates with company directory 2 Pop-up menu near people’s names so you can chat, send mail, call, or find out where they fit in the organization 3 Integrated Instant Messaging Enables easy communication within your organization

People Finder Quick search for people by name, e-mail address, portal user id, phone, department or job title Advanced search lets you search by any field in the profile See an organization chart view for anyone Pop-up menu for contacting people

Other Tools Team task list Shared team calendar Chat room Surveys

Membership The moderators of the team space can invite other people to join Each person or group that is invited can be assigned to a role: moderator or contributor The list of members and roles determines who gets access to documents, who appears on the contacts list, who is invited to meetings, etc.

Accessing Your Mail, Calendar, and Address Book 1 Predefined tools allow easy access to Mail, Calendar and Address Books 2 Predefined Portlets for access to Lotus Domino, Microsoft Exchange and industry standard POP3/IMAP mail services

Deployment and Operations System is designed for self-service administration, plus policies to keep things running smoothly Employees can create and customize their own team spaces without any help from the IT department Team space owners assign roles to decide what users can see or do Policies help manage unused team spaces Common services user profiles search index security

Team Space Templates Within any organization there are many different teams working together every day Each of these teams might want their own space to work in, where they can store documents, manage a project calendar, etc. The exact pages and portlets that each team needs will depend on the nature of their work Workplace provides predefined templates, so you can make team spaces that are tuned to the tasks at hand: planning for an event, holding a regular team meeting, developing employee guidelines, etc. You can also customize team spaces and save them as new application templates of your own

3 List portlets that are useful for this team’s work 2 Team Tasks and calendar A Typical Team Space 1 Page team space for organizing sales activities; with a schedule document library, discussion area, and search

Predefined Templates Blank Chat Room Discussion Document Library Domino Application Access Employee HR Site Event Planning HR Team Marketing Team Meeting Materials

Editing templates Preview your application as it is being developed 3 Set properties, design pages and add portlets, define parameters and roles 1 2 Set up parameters than can be changed whenever someone uses your template to create their own team space

Changing the Look

Adding New Portlets 1 Slide out palette on each page lets you add new portlets to that page

Re-arranging Portlets Simply grab a portlet on the page or from the slide out palette and drag to the desired location on the page 1

Membership and Roles Teams can manage their own membership and roles The owner of a team space can assign people to roles or change the owner Overall roles can be mapped to more specific actions of each portlet

Partner Templates in Progress Accountants Update clients on the latest tax laws Post to-do lists for creating a corporation Ad Agencies Track deadlines Post design ideas, stock photos, storyboards for review Architects Post floor plans, sketches, photos Keep lists of preferred sub-contractors Associations or Trade Groups Share ideas and latest trends Post notes from seminars and conferences Authors and Publishers Review drafts and revisions Track publishing deadlines Entertainers Post photos and artist profiles Post audition opportunities Job Recruiters Post job openings Store resumes and review applicants Track hiring deadlines Real Estate Agents Post info and photos of properties Checklist lists for closing Volunteer Organizations Track volunteer and donation needs Web Designers Post design reviews and gather client feedback Create to-do lists for bugs and technical issues

Policies Policies manage the Workplace automatically, without manual tasks Team Space Policies limit size and activity Set limit on size and specify warning threshold Specify maximum days with no activity When over quota, warnings are sent to administrator, moderator and members and displayed on welcome page so they can take action Team Spaces are not deleted

Common Services User Profiles Search engine and Content Index Content access services Security

Installation Quick single-server install for small departments or teams Move to company database or directory later, using configuration wizards

Portal Management Fast time to value Easy to use Collaboration portal installed/configured in under an hour Lists, documents, & templates to get up and running quickly Easy to use Easy access from the browser Drag and drop to customize pages Leverages your investment in MS Office 2000, 2003 Use Office and Windows Explorer to work on documents Simpler to manage Consolidated management of portal and collaboration tools Grows with you Start with a single server deployment and grow up