projects: Groupware Project Phase I

Our Groupware service is now in operation. It is called 'Nexus' and is run by OUCS. The latest information on the service may be found on the OUCS web pages:

The Office of the Director of IT web pages provide historical information on the decisions, planning and project management which led to the project being successfully passed to OUCS for implementation.

The Director of IT remains responsible for the delivery of the Groupware solution to the University and the project team continue to report to the Project Board (until March 2010). The Development Panel continue to consider how best to develop the solution (particularly the SharePoint platform) in line with the strategic goals of the University.

Phase I - Finding a Groupware Solution for the University

The Director of IT was asked by the University to lead on establishing the requirements for a Groupware solution at the University. This was the first phase of the Groupware Project.

The University's ICT Strategic Plan (see Paragraph 250) had highlighted the importance of a Groupware solution for the collegiate University and the Groupware Requirements Panel had gathered the requirements for a Groupware solution. The Panel's final report had outlined eight high level functional user requirements and acknowledged other technical and interoperability requirements.

Four groups were then formed to take Phase I forward:

The Process

The high level user requirements recommended by the Groupware Requirements Panel were reviewed by the Short-Listing Panel and the Technical Evaluation Group. An invitation to tender was published, and companies chosen to demonstrate four Groupware solutions. Members of the Short-Listing Panel and the staff and student members of the User Consultative Group attended the demonstrations and gave critical feedback. Each solution was then tested by staff and students for accessibility (led by the University Disability Office) and usability. The Short-Listing Panel met regularly to review the process and the merits of each solution. Further details may be found within the documentation for the Short-Listing Panel meetings .

At the end of June 2008, the Short-Listing Panel finished assessing the solutions and recommended the Microsoft Exchange/SharePoint solution to the Project Board as the preferred Groupware solution for the University. The Project Board met on 4 July 2008 to consider this recommendation. The Project Board endorsed the Short-Listing Panel's recommendation that the Microsoft Exchange/SharePoint solution is the preferred Groupware solution for the University of Oxford. Further details may be found within the documentation for the Project Board meetings.

The decision was ratified by the PRAC ICT Sub-committee. The project team in collaboration with the Short-Listing Panel put together a Groupware Procurement Plan which includes an architectural design, a deployment timetable, a work schedule (some of the work will be undertaken by contractors), and specification of a contract between the University and a set of hardware suppliers. The project team hopes to deploy trial use of the Groupware service in Hilary Term 2009.

Launch Event

With the Microsoft Exchange/SharePoint solution chosen as the groupware platform for the University - the Groupware Project was officially launched on 15 October 2008. This was attended by the Vice-Chancellor, the Director of IT and Gordon Frazer, MD Microsoft UK. The event also saw the signing of a 'Letter of Understanding' with Microsoft. Further information on the Groupware launch event is available.

Phase II - Implementing the Chosen Solution

Throughout the first phase of the project, the project team received extensive technical advice from Oxford University Computing Services (OUCS). By January 2009 the project plan, project specification and budget were finalised and approved. The Groupware Project then passed into the second phase - implementation - and became a project of OUCS. The Director of IT (Project Sponsor) remained responsible for the delivery of the Groupware solution to the University and the project team continued to report to the Project Board (until March 2010). Further information on phase II of the project - implementation of the Groupware solution - is available on the OUCS 'Groupware for the University' Project website.

Phase II Updates

  • March 2010: Groupware Project completed
    The Groupware Project has two components - the implementation of Microsoft's Exchange Server for a University-wide email and calendaring service and the implementation of Microsoft's SharePoint system. Both components of the project have been completed to schedule and to budget. The Nexus email and calendaring service is now available throughout the University. The Nexus SharePoint service is also available. The SharePoint service is being provided to the University in phases. This allows the project team to tailor the service to the collegiate environment and evaluate the service after each phase. This first phase (March - October 2010) sees groups of early adopters using the Nexus SharePoint service to support research projects, committees and clubs and societies.
  • November 2009: Updated version of document available - Online Environment - Final version [68 KB]
    Final version presented at the Groupware Programme Development Panel meeting on 21 October. The document considers two of the University's services: Groupware - "Nexus" and the virtual learning environment "WebLearn".
  • June 2009: New document available - Online Environment - draft version [56 KB]
    This draft document considers two of the University's services: Groupware - "Nexus" and the virtual learning environment "WebLearn". The document addresses the question of what is the appropriate use of each. The Director of IT welcomes feedback on the document.
  • June 2009: Members of the University were asked to name the Groupware service by completing an online survey. The most popular name proved to be 'Nexus' which is a means of connection between things or parts. The name emphasises the communication and group working aspects of the service. The name will be reflected in the branding and design of the new service.
  • April 2009: The first working trial for Exchange (the email and calendaring service) will begin in May 2009. Then, to ensure that the University is offered the best service possible, several phases of piloting will follow during Trinity term, leading to the roll-out of a secure and user-friendly service from summer 2009. Departments and colleges will be moved over to the new service in groups starting in August. Student accounts will be completed first with around 20,000 in place by October 2009. The implementation of SharePoint (the document storage facility) follows a parallel schedule and will be launched after Exchange.