eyeOS La Rambla, 140, 4C 08002 Barcelona (Spain) +34 931 813 039 firstname.lastname@example.org www.eyeos.org
ICUB: LEADING COLLABORATIVE ADMINISTRATION
LOCATION Barcelona SECTOR Public sector â€“ Culture EMPLOYEES 400 employees approx. PLATFORM USERS 250 approx. TECHNOLOGY PLATFORM CPU: Intel Xeon 4 Cores 2.83GHz Memory: 8GB Disk: 1TB Plus a back-up server with 2 TB synchronized with Duplicity.
BACKGROUND Complex internal structure, composed of several organizational units divided into multiple departments or sections, with a total of 400 employees approximately. Files could not be shared with external contributors who work on occasional or regular projects for a specific period of time. Sending contents to third parties outside the institution (for example, citizens) was a long, complicated, and costly process, both for ICUB employees and third parties. Contents frequently requested by third parties (such as the media) had to be processed individually, wasting time. Files could not be edited collaboratively by both the institution's users and visitors. Bureaucratic barriers slowed down logical and simple processes in sharing files and collaboration. SOLUTION Customized eyeOs 2.5. A web platform that provides comprehensive management of all processes in a organization with as many organizational units as the ICUB, including collaborative features with users inside and outside the institution.
Barcelona City Council created the Culture Institute (ICUB) in 1996 to position Barcelona's culture as one of the primary assets for the development and projection of the city. The institute is responsible for managing municipal cultural installations and for promoting and encouraging the emergence and consolidation of numerous private-initiative cultural platforms and projects throughout the city. The ICUB is composed of several organizational units (museums and cultural heritage, festivals and awards), which in turn are responsible for other departments and projects that manage their operational and business processes internally and through third parties (consultants, providers, communication media, citizens, etc.). For this reason, the ICUB needed a platform that would enable it to share contents, as well as collaborate and manage all processes in the institution and in each of its organizational units, not only with employees but also with external agents. Since much of the data handled by the public institution is of a highly sensitive nature, it was essential that the platform offered maximum security without losing the potential that the Internet offers.
CHALLENGE 1. Consell de Cultura. An Internet space linked with the Consell's website was required, which serves and acts as a link between all members and participants of the Consell. Users can create work groups and invite other members to create and edit online documents simultaneously. 2. Photograph archive and historical archive. A secure corporate system was required that enables files to be submitted online as an alternative to presenting them on CD in person or by post.
Users can automatically download the documentation by clicking on a link (temporarily activated) supplied in an email. 3. Programs and exhibitions. Internal tools were required for sharing information in mixed work teams (ICUB and external agents) and for sending large documents. Internet work environment created that provides access to organized documentation and enables ICUB employees to share documents with suppliers and external agents. 4. Press, communication, sponsors An Internet space was required for hosting various documentation (photos, documents, dossiers, etc.) for third-parties (journalists, sponsors, etc.) to access without needing the express, individual intervention from ICUB staff each time. By providing external users with a password, they can access the platform and download the previously prepared documentation.
SOLUTION e-ICUB is a customized platform based on the eyeOS virtual desktop that can be accessed from any device regardless the operating system. It offers a high level of data protection and can be installed on the ICUB's internal servers. The requirement to allow external users to connect to the platform has been approached in different ways depending on whether the user is a one-time or a regular contributor: 1. For external users outside the organization, a tool has been integrated that lets ICUB users share files using an URL. This link can be protected with an expiry date (after which the link becomes inoperative) and a password as additional security measures, so that external
"Thanks to e-ICUB, we've improved communication with our employees and stakeholders by creating spaces for sharing files and managing work groups.
Image 1. eyeOS environment for Barcelona Culturaw
users can download the files without endangering the system or overloading the institution's email system with a constant flow of files. Furthermore, a tool has been included to manage these shared URLs, enabling internal users to view the links, view the date on which they were shared, and delete them at any stage. 2. For more regular external users (such as external consultants), the option to create temporary guest accounts has been designed and developed. These accounts created by ICUB users provide access to specific resources and information required for the project only, without allowing external users access all the data and options available to internal users. An Office suite has also been added to encourage online collaboration. This integration offers an online document suite, which is compatible with MS Office and OpenOffice and suitable for presentations, text documents, and spreadsheets. Finally, a social bar has been developed where users belonging to a group can discuss, comment, and share relevant information in real time. All this done within a user-friendly environment: eyeOS simulates a PC desktop with windows, applications, icons, files... but all accessed through a Web browser. It includes tools such as eyeRun, which runs local applications by calling them from the cloud, and automatically uploads the files to the employee's personal area in e-ICUB when saved, thus centralizing information.
In short, the main tools or features integrated in e-ICUB are: · Collaborative editor · User management · Personal calendar
· Text editor and viewer
· Audio and video player
· Control of access to applications
BENEFITS • Simplifies communication between users of the platform, encouraging feedback. • Reduces the cost of resources and materials resulting from hardware updates and system administration.
· File sharing using URLs
• Optimizes organization processes thanks to the definition of new workflows
• Improves efficiency, control and productivity, as eyeOS addresses all the institution's communication and management requirements in a single platform.
· Wall for work groups · eyeRun
· Virtual drive for accessing eyeOS files Unlike other cloud-computing solutions, e-ICUB ensures complete privacy as it is a private cloud: data is not incorporated in a third-party provider under uncontrolled agreements. Data is available only and exclusively to e-ICUB, meaning information security is guaranteed.
• Reduces the volume of email traffic and size.
ABOUT EYEOS eyeOS invented the Web desktop 6 years ago and today it is the leading clouddesktop provider. With headquarters in Barcelona, eyeOS is one of the largest open-source projects in Europe with more than 1 million downloads and communities across the globe. IBM selected eyeOS as its preferred Open-Source Cloud Platform in 2010 and has signed a global partnership with the company. Gartner highlighted eyeOS in its Cool Vendor in IT Operations Management in 2011.
The e-ICUB platform, at theInstitute of Culture of the BarcelonaCity Council, is a workspace thatencourages collaboration betweenthe 200 int...