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MOBILE & WIRELESS
Do You Want to Take Your Mobile Workforce Wireless? Start with a Deployment Plan
Develop an IT strategy for handhelds and mobile devices in your Novell GroupWise environment.
Just about any job that requires remote access to mission-critical information to remain efficient and competitive is ripe for the mobile enterprise. In addition, more than 48 million employees, managers, and executives work away from the office at least part time. These individuals are already mobile. All they need is a properly managed and supported PDA, software, and a reliable wireless connectivity solution. After all, who doesn't want to connect to the office by wirelessly sending and receiving e-mail directly on his handheld?
With the emergence of a new generation of enterprise-class devices with integrated wireless access, staying connected to the office wherever you are is a reality. The challenge facing organizations is how to leverage the benefits of mobile devices in the corporate environment -- without losing functionality or control. To use handhelds effectively, corporations have to develop clear strategies to deploy and use mobile devices in their existing infrastructure, and select the right mobile synchronization platform.
For Novell GroupWise customers who want to ensure a successful mobile application deployment, it's important to select a vendor that has extensive experience with handheld and mobile devices and a mobile middleware product that addresses these concerns:
- Support for multiple devices with different applications and operating systems
- Synchronizing data with the server rather than the PC
- Integration with Novell GroupWise
- Managing applications and devices for lower total cost of ownership (TCO)
- Securely extending GroupWise to mobile devices
- Proper backup measures
- Wired connectivity
- Reduced sync time and accurate wireless data transfer
- Scalability
Multiple devices, operating systems, and applications
Although many organizations would like to standardize on a particular device and operating system, this can be difficult. Very often, individuals purchase mobile devices on their own and then bring them into the office to access their e-mail, calendars, and contacts. This diversity will only increase, due to the proliferation of cell phones and communicators. In addition to multiple operating systems, corporations have a variety of business-specific applications the mobile platform also has to support. It's clear that an effective solution must be platform-independent. Not only does it have to support multiple devices (smartphones, PDAs, etc.) and operating systems (Palm OS, Windows CE, Symbian, etc.), but it also has to support a myriad of applications. Beware of solutions that offer support for only a subset of handheld devices. An effective solution must support mixed-device environments and multiple connection methods.
Data synchronization with the server
When developing a mobile computing strategy, organizations have to resolve issues associated with data synchronization. Until recently, workers synchronized personal information directly between the handheld and the PC (desktop or laptop). In this case, a serial/USB cable physically connected the handheld to the PC. Current technology enables modem or LAN synchronization, but it still relies on two premises: The user has a PC, and this PC remains on while the user is out of the office. These requirements raise major concerns for businesses. For one, it often isn't cost-effective to equip mobile workers with handheld devices because they may not have access to a PC with which to synchronize. Also, leaving a PC logged into the network is an unacceptable security risk. Finally, synchronization designed for personal data may not be effective for multi-user interaction. For example, how does a company manage hundreds of people all trying to update the same database (say, a GroupWise calendar) at once?
Data integrity is of paramount significance. Moreover, synchronization products also have to work in a multi-user, secure environment. For the corporate sector, the solution is clear: Synchronize between the handheld and the server, not the handheld and the PC.
Novell GroupWise integration
A mobile computing system doesn't stand alone. Rather, it has to integrate tightly with an existing system such as the GroupWise collaboration environment. The easiest handheld applications to use in corporate settings are already built into the device's system. Most devices come complete with e-mail, contact, address book, calendar, reminder notes, and task applications, which should easily synchronize (via a cradle or wireless connection) with the enterprise Novell GroupWise server. This simple first step underscores the fact that handheld deployment is merely an extension of the current business process.
Managing applications and devices for lower total cost of ownership (TCO)
One of the key lessons of the client-server revolution was that support costs greatly outweigh hardware costs. This is especially true for handhelds. Gartner estimates the TCO for a PDA deployed in the enterprise is US$2,800 per year. This is quite costly compared to the acquisition cost of the average PDA, which is about $450. Imagine the costs to a distributed organization if it had to recall every device to headquarters every time it had to upgrade the application software. For handhelds to be effective, the mobile system must be able to install or upgrade applications remotely. Administrators must also be able to manage devices remotely. Every time a connection occurs, the system should take a "snapshot" of the handheld's status. If a handheld is running out of memory, for example, administrators should be able to anticipate the problem and fix it before the user is even aware of a problem.
Securely extending GroupWise to mobile devices
As users access corporate data remotely and from a variety of devices, the IT team faces new security challenges. The notion of a mobile workforce can strike fear into the hearts of IT teams responsible for protecting network data integrity. IT administrators require a solution that supports various authentication and encryption standards to integrate easily into their infrastructure. The solution must address the following:
- Infrastructure security: With always-on and automatic delivery, it's even more vital to avoid compromising security. A good mobile solution lets the IT department use existing security policies to provide wireless "push" of information through different authentication schemes such as RADIUS, RSA SecureID, etc. To reduce security breaches during cradle synchronization, a mobile solution should include a desktop proxy connector that requires users to enter credentials on the device before synchronizing information with GroupWise.
- Data security: Companies can achieve end-to-end data security by encrypting data between the server and the device. Combining asymmetric and symmetric algorithms -- for example, by using RSA for key exchange and the Advanced Encryption Standard (AES) for encrypting data -- seems to provide the best security and performance. The 128-bit AES encryption key, a widely embraced stream cipher (a stream cipher applies an encryption key to each bit one at a time), performs extremely well on mobile devices requiring limited process power, which in turn results in faster transmission.
- Device security: Providing IT administrators with several methods to protect the data on devices is essential in the event the device is lost or stolen. A good solution lets administrators force device users to enter their credentials on the device (such as an NetWare Directory Services [NDS]/eDirectory and GroupWise password), encrypt credentials with the server's public key to prevent unauthorized access, and enforce power-on passwords on all devices.
Ensure proper backup measures
Managing and controlling the information mobile workers access is a key challenge for organizations. For the sake of security, it's essential for administrators to write all transactions to a log file so management can be sure who had what information and when. For IT staff, ensuring that systems are backed up is a major concern. PCs connected to a LAN can use file servers. However, the handheld community must have a standard method for automatically backing up and restoring information from GroupWise.
Plan for wired connectivity
Gaining control of all devices in an organization, then rolling out software to those devices isn't easy for any IT department, no matter how large the team. An efficient solution lets IT preconfigure standard client settings. For example, the IT team should be able to preconfigure IP addresses and encryption keys; deploy a connector that eliminates the need for desktop sync software such as HotSync, ActiveSync, and other third-party applications; and use push features to set profiles based on device connection (i.e., remote sync or cradle-sync) and push those profiles to devices. The idea is to make the device user experience as easy and unobtrusive as possible and save valuable IT time.
Reduce sync time and enable accurate wireless data transfer
Server connections can be slow and unreliable. Because most wireless connections provide relatively low data transfer speeds, data synchronization must be as efficient as possible. The synchronization mechanisms should transfer the minimum amount of information while ensuring data integrity. And because wireless communications can be easily interrupted, the synchronization process must continue where it left off rather than start from the beginning -- all while maintaining data integrity. You can only achieve this with a solution that intelligently determines what data it has to transfer. Most often, only the data that has changed should be delivered between the device and the server during a synchronization process.
Scalability considerations
An important consideration for IT professionals choosing a server-based synchronization solution is scalability: how well the system adapts to increased demands and a greater number of users. Some of these variables include the number of concurrent synchronization connections, data storage and retrieval requirements, and how the application responds when you add CPU or memory at a later date. A multi-threaded/multi-process modular architecture lets sync engines scale as much as the underlying OS platform allows. And for larger deployment and back-end scalability, make sure the solution lets you cluster multiple sync servers behind a load-balancing server.
Mobile middleware litmus test
As your organization begins evaluating mobile middleware software solutions and vendors, several key characteristics should help drive and validate your decision:
Core competency, primary focus, and expertise in the mobile market
Most large application manufacturers understand the need to deliver their data to mobile and remote workers, and some offer mobile versions. However, mobility typically isn't their core competency. The result is erratic commitment to mobile products, delays in releases of mobile components, and unclear product roadmaps. Limited mobile deployment experience on the part of the vendor results in a poor user experience, poor usability, and poor data access efficiencies. Additionally, you should be able to look to your mobile vendor for expert advice on questions such as which devices are best to use and which connection models are appropriate, and for general information about the mobile/wireless landscape.
Single, complete mobile platform
Having a single foundation upon which to build your mobile strategy is critical. Your mobile middleware solution should offer a single, robust platform to support existing and future mobile applications. Many mobile users need data from sources other than GroupWise (such as SAP, Oracle, and CRM applications), and choosing a vendor that has the all-encompassing view of the mobile workflow and a solution to support that view is key. Without this foundation, a solution will never deliver the full productivity gains you should expect from a mobile application. And on the IT side, integrating a single platform to support all mobile needs means your IT teams don't have to learn and manage multiple systems/architectures.
Device-agnostic
Organizations vary from department to department and division to division. As I explained earlier, it's unrealistic to expect all mobile workers in an organization to use the same devices, access the same data, or connect via the same method. There are varying factors based on the individual job of a mobile worker. The right mobile middleware should support multiple device types, all major device operating systems, multiple connection types -- both wired and wireless -- and multiple applications.
Leverages existing IT investments in GroupWise
Although many business applications are capable of being "mobilized" or are already mobilized today, IT teams still face the challenge of integrating mobile devices into their existing Novell GroupWise collaboration infrastructure, supporting them, and leveraging the hardware and software investments they've already made. The mobile application vendor you choose should offer a platform that easily integrates into your existing GroupWise environment, letting users access their GroupWise e-mail, calendar, address books, reminder notes, tasks, etc.
Strategic partnerships in place to offer total mobile solution
To deploy a mobile application successfully, it's critical your middleware partner can bring relevant parties together to deliver a total mobile solution. The mobile middleware vendor should have successful relationships with key players in the mobile market including device manufacturers, systems integrators, and developers.
Ability to deliver proof-of-concept application
Because organizations' requirements vary widely, there may not always be an off-the-shelf mobile application that's right for your business. In this case, the mobile middleware vendor should be able to assess your business needs, understand your IT infrastructure, learn how your mobile workforce operates, and then develop a proof-of-concept application based on your environment -- ideally within 30 days. However, because there's a wide range of variables, delivering a comprehensive proof-of-concept in less than 30 days may not be realistic.
Current, repeatable successes
"The proof is in the pudding." This statement definitely applies to mobile applications. Many middleware vendors can sell the idea and return on investment (ROI) possibilities, but you should look to vendors that have solid, tangible successes under their belt. This includes not only name-dropping a few high-profile clients, but also being able to define customers' challenges and environments, explain the solution developed for the respective customer, and describe the results and impact the solution has had on the customer's business -- ideally in the form of ROI. In addition, you should look for mobile middleware vendors who have more than one success with their applications, or successes in your specific industry.
Clearly defined business value
Marketing and sales staff will tell you the business value a vendor can provide, but, in a nutshell, the right mobile middleware vendor should be able to prove it can accelerate profitability, enhance revenues, reduce costs, increase productivity, and let your organization service your customers better. Typically, this proof comes in the form of customer case studies, a customer list you can reference, and endorsement from industry media and analysts.
Longevity and enterprise experience
Look for vendors who have been in business for at least 10 years. Technology growth has skyrocketed in the past five years, and you want to work with vendors who are established, have dealt with a large number of customers, have refined internal processes, and know how to survive in ambiguous political and economic climates. Experience with large (Global 2000) organizations is also a key checkpoint. Your vendor should have solutions embedded in Fortune 1000 organizations to ensure it understands decision-making processes, appreciates the importance of after-the-sale service, and supports the complex infrastructure challenges inside large organizations.
Worldwide presence
Assuming your organization has a presence in more than one country -- or assuming you expect your business to grow outside one country -- means your mobile application vendor should also have the ability to support your organization-wide needs. By choosing a vendor with presence around the globe, you're assured you'll receive consistent service and support. More important, a vendor with global offices has the ability to respond to the individual needs of your country/market much more efficiently and accurately than a single-country vendor.
Plan wisely
After users begin to receive information on mobile devices, they'll want more. For your organization to take full advantage of the benefits of a mobile computing system, you must have a comprehensive IT strategy to develop the appropriate framework. Plan ahead for the day you'll have to support more mobile workers and a wider variety of technologies, and don't invest in immature technologies.
The framework you build must include a server-based solution that integrates into existing infrastructure, including your GroupWise server, to synchronize a wide range of data seamlessly and easily. The strategy must also ensure the mobile solution is fully and properly managed.
Despite the seeming complication of developing a mobile computing strategy, the return on investment can be phenomenal. You can often achieve payback in weeks rather than years. Creating an effective mobile IT strategy can be a daunting task, but it also offers your organization the opportunity to improve business practices by streamlining internal processes, increasing employee productivity, and decreasing customer turnaround time.
Charles Nguyen-Huu is the director of marketing and strategic alliances for Messaging Architects, a leading developer of innovative enterprise-class anti-virus, anti-spam, archiving, compliance, and mobility solutions that enhance, secure, and accelerate GroupWise. Prior to joining Messaging Architects, he held product and partner management positions at various businesses in the high-tech industry. http://www.messagingarchitects.com charlesn@messagingarchitects.com
ARTICLE INFO
Web Edition: 2004 Week 50, Doc #14997
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Keyword Tags: collaboration, crm, E-Mail, it networking, Identity Management, messaging, microsoft windows, microsoft windows mobile, mobile business, Messaging, Mobile, novell, novell groupwise, novell netware, Novell, Novell GroupWise, oracle, security, Security, Storage, wireless, Wireless
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