Enterprise Messaging Evaluation and Procurement Audio Transcript
Hayes - July 7, 2000
This is a transcript of an audio conference on Enterprise Messaging evaluation
and procurement conducted on May 2, 2000.
my name is Patrick Hayes and I head-up the messaging and wireless research
areas for TechnologyEvaluation.Com. This morning we are going to discuss
a proven, best of breed methodology for evaluating and selecting an enterprise
messaging solution. During the presentation, we will utilize TechnologyEvaluation.Com's
patented online selection engine, WebTESS,
to guide you through a live, real time, messaging evaluation and selection.
We will then review the critical differentiating messaging criteria, as
well as detailed comparisons between competing vendors such as Microsoft,
Lotus, and Novell.
going to begin with an overview of problems and solutions relating to
technology selection, starting with the problem:
teams have no effective way to identify the critical vendor and product
questions necessary to successfully initiate the evaluation process.
teams have no ability to effectively prioritize the different criteria,
once identified, relative to one another. As a result, final priorities
are often more the result of internal political agendas than true needs
teams have no ability to gather objective, validated, updated data on
the available vendor alternatives. It is a well-known problem that vendors
have a tendency to exaggerate product, service and corporate capabilities
if it enables them to move to the next phase of the deal.
to our research, the net result has been that over 80% of enterprise
technology evaluations run over time and budget, and that once selected,
over 50% of the implementations fail to meet functional and total cost
what's the solution?
The solution is to create a structured, repeatable process for evaluating
technology solutions and the vendors that provide them. Best practices
drawn from TechnologyEvaluation.Com client organizations that have completed
internal technology selections suggest that project teams should examine
six key criteria groupings. The first three criteria sets should examine
product specific capabilities, while the second three should investigate
the software vendor's overall corporate capabilities.
what are the criteria groupings?
Functionality - Simply put, this evaluates the features and functions
delivered by the product, as it exists today.
- This criterion defines the technical architecture of the product,
and the technological environment in which the product can run successfully.
Cost - Initial and Ongoing cost of product, this is not TCO as it
does not account for internal support costs.
Service and Support - This criterion defines the capability of the
vendor to provide a high level of implementation services and ongoing
Viability - This is a critical yet often overlooked category that
should examine the financial and management strength of the vendor.
Strategy - This evaluates the corporate road map and strategy of
the software vendor with specific timelines regarding how the product
will be developed, sold, and supported within the specific market.
we have given an overview of the requirements of a technology selection,
I would like to move on to an overview of the Collaborative Messaging
Marketplace and as it exists today.
We will be comparing and contrasting the three primary collaborative messaging
servers within the industry today, comprising more than 130 Million end
user licenses. These are, as you can see from WebTESS,
Lotus Notes, Microsoft Exchange, and Novell GroupWise.
Notes R5 competes directly with Microsoft's Exchange e-mail server 5.5
and Novell's GroupWise 5.5. Microsoft will be releasing Exchange Server
2000 in the 2nd quarter of 2000, presently code named "Platinum".
offering comes well short of meeting the needs of collaborative messaging
users in today's market when compared to Notes and Exchange, and continues
to lose market share to them.
collaborative messaging market is booming as e-mail has evolved into a
mission critical application. Lotus Notes has just surpassed the 50,000,000-installed
base mark, as has Microsoft. On the other hand, Novell appears to have
gone into maintenance mode, holding onto their 20 million plus install
base. However, we do expect to see some large improvements in Novell's
next release of GroupWise, code named "BulletProof" which is based on
XML and open standards to allow greater integration with 3rd party applications.
Before we jump into the WebTESS
model I would like to give an overview of messaging trends impacting the
1: Unified Messaging
Unified Messaging is perhaps the hottest field within electronic communications.
Unified Messaging is the concept behind the Universal Inbox. The idea
is simply access to all forms of electronic communication through one
central and portable interface. Users can have faxes, voice mails, electronic
forms, and database access through their existing inbox, in addition to
document management and workflow. Whether you are running a collaborative
e-mail server such as Microsoft Exchange or Lotus Notes, or a standard
POP3 mail service you will find a 3rd party solution for fax, voice mail,
e-forms and workflow. Administrators can pick and choose which components
they need for their specific organizations.
2: The Wireless Big Bang
Walking hand in hand with Unified Messaging is the extension of the Universal
Inbox to wireless access phones (WAP) and Personal Digital Assistants
(PDA). The Wireless Messaging market is expected to consist of greater
than 600 million users by the 4th quarter of 2003 (Probability 75%).
is leading the pack of collaborative messaging vendors through Partnerships
with wireless vendors such as Nokia and AT&T. Microsoft is expected to
release a list of wireless vendor alliances within the next quarter (Probability
80%). Vendors such as Puma Technologies and NetMind are teaming up to
add synchronization and personalization features to wireless messaging
offerings. Expect to see WAP offerings from all cellular carriers within
90 days (Probability 85%) and the proliferation of wireless cradles for
PDAs within the next 180 days (Probability 70%).
3: Outsourcing your e-mail to an ASP
Outsourcing messaging has become attractive to today's fast paced organizations
that are looking for an easier way to maintain a messaging system. Internally
hosted e-mail systems require constant maintenance and are administrative
headaches. In addition, finding and keeping an employee with messaging
expertise is growing more and more difficult. Information Technology (IT)
Departments' turn over rates have lent themselves to the IT department
"revolving door" concept.
CIO's are interested in washing their hands of maintaining a production
e-mail system and taking advantage of outsourcing opportunities. Generally,
a collaborative server-based outsourced mailbox will cost approximately
$29 (USD) per month. Technology Evaluation has determined that the cost
break point ranges between three and four hundred users. For larger organizations
consisting of thousands of users, outsourcing is not financially viable,
although the zero-administration concept has a very strong appeal.
4: Messaging Security and Management
As the number of electronic mail users grows astronomically, so do the
levels of spam and viruses. The problem has existed for several years,
with the majority of organizations taking a reactive as opposed to a proactive
approach to virus and spam protection. The "Melissa" virus, which took
its toll on corporate America, brought the messaging security arena into
the limelight. In 1998 alone e-mail viruses caused more than $7 Billion
(USD) in data damage.
Now, I think it's time we moved to the demonstration. Although everyone
has been given instructions on getting to the WebTESS
Enterprise Messaging Software Selection Model on our site, I'll go through
it again, briefly just in case some of you may have had difficulty.
First, go to our website, www.technologyevaluation.com.
From the front page, select the tab marked "Vendor Selection Tool." Then,
within the blue-bordered box titled "Current Category: All Categories",
select the "GO" button beside "Enterprise Messaging Software." This should
spawn another browser window in which you should see the WebTESS
application. You will want to maximize this window for best viewing. The
great beauty of WebTESS
is its ability to provide project teams with a statistically valid framework
for comparing vendor options. In it, we have scored each vendor according
to its ability to meet the criteria. WebTESS
aggregates the scores upward through the hierarchy, while simultaneously
taking into account the effect of local and global weights.
I would like everyone to click on the Select Choices option on the menu
bar at the top part of the browser window. I'll be referring to the top
menu bar several times during the demonstration. It is located in the
top frame of the WebTESS
browser window to the right of the spinning globe logo. In the 'Select
Choices' window, you should see a list of vendors on the left hand portion
of the window and a description on the right hand side.
on a vendor in the left-hand side panel brings up a detailed description
of the vendor option in the right-hand side panel. By clicking the check
boxes next to the vendor, you can include or exclude it from your selection.
touch briefly on these vendors in order, starting with Lotus Notes.
Lotus Notes has surpassed the 50,000,000-installed base mark, giving Microsoft's
Exchange server a good run for the money.
Notes R5 competes directly with Microsoft's Exchange e-mail server 5.5
and Novell's Group Wise 5.5. Novell's offering comes well short of meeting
the needs of collaborative messaging users in today's market when compared
to Notes and Exchange, and continues to lose market share to them.
is marketing the Notes Domino R5 Servers in four separate scalable configurations
to accommodate the needs of medium to large user base corporations. In
addition Lotus is continuing to support the widest array of operating
systems within the messaging arena, to allow for maximum flexibility of
installation, configuration, performance, and ongoing support.
is an IBM company that has been left alone to pursue what they do best,
messaging and groupware. Notes has improved to the bleeding edge of
messaging while maintaining reliability and improving performance. The
vast improvements in the administration program have eased the burden
on administrators. The improvements contained within the web-based client
are extremely functional and easily navigable; they are clearly several
bars ahead of GroupWise and Exchange.
- The addition
of Transaction Logging has long been overdue, but it is here now and
enhances the speed of standard operations while improving reliability.
The broad platform support is simply amazing when compared to Exchange
and GroupWise. The flexibility in configuration and distribution is
unparalleled in the collaborative messaging arena.
is also on the cutting edge of Wireless communications with alliances
with Nokia and numerous 3rd party vendors. Lotus continues to select
the best of breed for alliances in the anti-virus and anti-spam market,
by selecting Trend Micro Systems.
- The Solaris
version of Notes needs to be improved, the product is indeed functional
but does not perform nearly as well as an AS/400 or Intel based platform.
In addition, the Linux version only offers web-based administration,
which is a nice secondary administration option, but will not replace
a complete administration package.
still has the highest TCO of the big three collaborative messaging systems,
although it contains more functionality than Exchange or GroupWise.
Microsoft Exchange is, at its base level, an e-mail server targeting at
the messaging needs of both large and small corporations. It currently
has a 44% market share in the Fortune 1000 compared to a 29% share by
its closest competitor, Lotus Notes. Fortune 50 companies have 52% standardization
on Microsoft Exchange versus 24% standardization on Lotus Notes.
Exchange's strongest appeal is through integration with Microsoft's
Active Directory (ADS) which simplifies administration. From a single
point on the network an administrator can easily control the entire
Windows 2000/Messaging Implementation.
Windows 2000, Microsoft has included an Active Directory Connector to
allow synchronization between the Exchange 5.5 Directory and the Exchange
2000 Active Directory. The connector allows for co-existence during
either an upgrade or migration.
2000 provides multiple database configurations, which enables administrators
to split a single logical database across multiple physical drives,
thus improving performance, enhancing stability, and enabling faster
backups and restores.
also introduced another new feature, Distributed Configuration Architecture
(DCA), into Exchange 2000. DCA allows systems engineers and administrators
to split Exchange Server's services (Protocols, Directories, Storage,
and Web Store) across different servers, providing higher scalability.
The end result is the Exchange Server will have the ability to host
millions of users.
has only released Beta 3 of the Exchange 2000 Server. The product requires
a massive effort by the development team to repair minor bugs within
the source code. Microsoft has a history of missing shipment dates.
will need to provide incentives to the majority of existing corporate
client base for upgrades to occur. Incentives such as competitive pricing
and offering discounted or free initial training to systems administrators,
may not be enough to induce IT Executives to upgrade. Stability and
reliability must be certain before the corporate world will take action
on the new Back Office Suite.
is attempting to gain a share of the ISP e-mail platform with Exchange
2000. This will require extremely competitive pricing due to the vast
volume of Internet users. Microsoft's corporate pricing structure for
Exchange offers the lowest entry point into the messaging market. However,
the pricing will need to improve at the ISP level to dismantle the primarily
Unix/Linux base. In order to make an impact Microsoft will have to not
only aggressively price Exchange for ISPs, but also create an ISP tailored
edition of Exchange Server, offering strictly Internet mail utilities.
Novell GroupWise has had a solid presence in the messaging market since
the early 90's. Unfortunately, GroupWise is consistently functionally
behind the competition and will have to make larger strides to regain
lost market share. The Internet Enhancement pack is a first step that
targets existing GroupWise 5.5 client sites to prevent a migration to
a competitive e-mail system.
is positioning GroupWise to compete head to head with Lotus Notes and
Microsoft Exchange by enhancing its Internet and administrative functionality.
However, with the advent of Microsoft Exchange 2000's WebStore and the
current functional strengths of Lotus Notes Domino, the future for Novell
GroupWise looks bleak.
the future, Novell will continue to enhance GroupWise in an attempt to
catch up to Lotus and Microsoft by securing NDS integration, improving
administration utilities, and developing multiple platform support. GroupWise
Servers will run on UNIX, Windows NT, and NetWare servers, but not on
- The strength
of Novell's GroupWise lies in its existing 20,000,000 seat customer
will try to maintain its foothold by enhancing the current revision
of GroupWise and providing clients with the Internet functionality demanded
by its corporate clients. Novell will also continue to stress its above
average document management capabilities, which offer support for revision
tracking, workflow routing, and document imaging via digital input.
the Internet Enhancement Pack is Novell's next step to creating a truly
Unified Inbox, we believe Novell may be too late to maintain a truly
competitive position within messaging. However the next release of GroupWise,
code named 'Bulletproff' will be built around XML technology to allow
for an open interface.
is playing catch-up. GroupWise continues to be comparatively weak in
Internet utility areas such as an Internet/Intranet access client and
a URL addressable object structure, areas that Microsoft and Lotus have
must dedicate a strong team of developers to provide GroupWise the following
must improve the current database structure to allow for a distributed
architecture while improving availability and stability.
objects within the GroupWise directory must be able to be directly
URL accessible from any point.
must be able to run out of the box, offering a turnkey solution
that is easy to install and administer.
must offer a lower entry point to appeal to cost conscious organizations.
While the GroupWise server component is priced competitively, the
client access license must be shaved down to no more than $40 (USD)
per seat. Twenty million seats provides a good deal of upgrade and
support revenue, but ultimately, if the product is not revamped
those seats will migrate to a new platform within 2 years (probability
that we have discussed each of the vendors in our model, let's take a
look at some of the other parts of WebTESS.
will go on to the Weigh Criteria section. Do this by clicking on the 'weigh
criteria' option on the top menu bar.
criteria screen is used to assign your own customized weights to the selection
criteria. Weights represent relative levels of importance for the criteria.
Within the decision tree in the left panel, click on any one of the criteria,
and its sub criteria will be displayed in the right panel with their respective
weights. You can create customized weights by clicking on the colored
bars to the right of the criteria.
For the enterprise
messaging software model, the weights chosen are based on settings we
obtained from past clients and represent a broadly defined standard. Product
functionality remains the most important criterion, but is followed closely
by service and support. Corporate viability comes next, then product technology
and corporate strategy have roughly the same level of importance.
take a look at the vendor ratings. Do this by clicking on the 'view
ratings' option on the top menu bar.
ratings screen displays how the vendors perform across all the criteria
defined in the model. You can display comparative ratings by one choice
(all the criteria ratings for one vendor are displayed) or by one criterion
(all included vendors are rated across the criteria highlighted in the
tree in the left panel). To see how one vendor option rates against the
criteria, go to the 'view ratings' option on the top menu bar and select
the 'one choice for all criteria' option. This brings up a list of all
the criteria and shows how the vendor displayed in the 'Option' text box
scores. Now - to see a comparison, go again to the 'view ratings' option
on the top menu bar and select 'all choices for one criterion.' This lists
all vendor options taking part in this selection with their accompanying
see the overall results by bringing up the score card. This is done by
clicking on the 'score card' option on the
top menu bar.
Card screen shows both the overall and detailed scores of the selection
model choices. The individual choice can be selected from the drop down
box below, and its strengths and weaknesses will be displayed on the left.
The bottom scoreboard provides detailed comparisons of selected criterion
from the left panel. A criterion shows up as a strength if it passes a
threshold of 90% percent match and a weakness if it falls below 50%. By
expanding the criteria hierarchy to the left, you can drill down into
lower levels of the model to do comparisons. The hierarchy can be navigated
in exactly the same way as Windows Explorer.
a very brief overview of WebTESS
and only begins to cover all of its capabilities. It also allows you to
create charts and reports and contains a full on-line Help feature. To
wrap up, I'll just take a few moments to give you some general pointers
on how to use our technology.
and TESS, the desktop version, offer major advantages if you want
to use them for adding to the quality of your own research. Each model
is fully documented with comments on the factors and models.
If you want
to create a shortlist of vendors because there are some criteria that
are really critical to you, look through the model and click on those
criteria. You can shortlist the vendors quickly that way, and then run
through the rest of the model with those selected vendors.
add that our desktop product TESS is also available and you can
contact our sales department, firstname.lastname@example.org,
concerning TESS and model licensing.
all for participating and please e-mail any additional questions you have
and we will get back to you as soon as possible.