Web-based applications offer organizations an easy-to-deploy option for collaborating with co-workers, partners or customers. In evaluating these products, be sure to ask the following questions.
Several factors will play a role in determining the
questions IT managers should ask when assessing Web-based collaborative
applications, including the level of data security required, the need to
collaborate in real time, and the need for customization options. Here are
factors to consider when evaluating applications that allow users to share
documents, tasks and projects, as well as create structured workflow
applications such as a basic issue tracking or CRM
1. Basic Capabilities
Does the application include support for task management,
both individual and shared? What project management features are included, such
as charting, job costing and so on? What facilities does the product offer for
contact management, including integration with existing contact information
sources? Does the product include support for group calendars and resource
scheduling? Does the product include document library functionality, and what
management features, such as version control and check in/check out, are available?
Does the product provide discussion forums?
2. Advanced Capabilities
Does the application allow users to build and share
database-driven applications? Does the product allow users to store structured
data? Can users build complex workflows? Does the product offer support for
rules-based workflow, conditional triggers, formulas or user roles for
application logic? What sort of alerting mechanisms for application workflow
does the product support?
3. Form Creation
Applications allow varying degrees of flexibility when it
comes to creating data-entry forms. Some products allow users to build only
two-column forms, while others have more sophisticated embedded form editors or
allow users to import forms from other applications, such as Microsoft InfoPath.
Can applications share tables? What user methods and tools for creating
database applications are supported? What application and structured-data
formats may be imported?
4. Real-time Collaboration
Does the product include support for real-time collaboration
features, such as presence data, instant messaging, Web conferencing,
whiteboarding, desktop, application or media sharing, or document co-editing?
5. Preconfigured Applications
Database-driven applications can include a number of
preconfigured applications, ranging in capability from issue tracking to human
resource management. Having these applications available as preconfigured
solutions can make it easy for users to get working quickly. In addition, they
can serve as templates for creating other applications built on the same
workflow. Companies should gather information about the availability of these
applications and the ease with which they can be used to create other
applications. In particular, are training and help systems available for
preconfigured solutions? Does the product allow users to write online help and
training systems for custom applications?
Does the application support dashboards for graphical
presentation of performance metrics? Does the product support both user and
administrative reporting? What methods are available to users for creating
reports and accessing raw data for reporting using third-party tools? Can the
product generate reports and alerts specific to administration and security
policies, such as when users are added and deleted? Administrators may need to
use reports to look for violations of policy, such as building applications
that include Social Security numbers. Does the product support reporting and
alerts that watch for the creation of fields based on field parameters?
Securing these applications, particularly when shared with
external partners, will be a complex task for administrators. Companies should
look for tools, including application life cycle policies and reporting, to
help manage data access. Most hosted collaboration systems allow users to
manage their own applications, not only by adding features and creating new
applications but also by adding and removing users. What authentication sources
does the product support? Can administrators define password complexity
policies? Does the product support directory synchronization?