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| public:it_resources:recommanded_tools_for_make_projects [2025-02-24 09:30] – Julien Delisle | public:it_resources:recommanded_tools_for_make_projects [2025-02-25 09:26] (current) – Julien Delisle | ||
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| - | ==== What are the identified IT needs: ==== | + | ===== What are the identified IT needs: |
| MAKE projects have the following IT needs | MAKE projects have the following IT needs | ||
| - | - Use of a messaging service for effective team communication, | + | - Use of a messaging service for [[#1. Collaborative |
| - | - Size of MAKE teams is inciting students to use collaborative messaging services | + | - Use a [[#2. Collaborative cloud space (shared collaborative drive) |collaborative shared cloud solution]] to store documents and work with multiple team members on a same document simultaneously, |
| - | - Use a collaborative shared cloud solution to store documents and work with multiple team members on a same document simultaneously, | + | - Be able to [[#3. Generating forms / polls|generate polls and forms to quickly collect feedback]] of multiple team members or multiple people outside their team |
| - | - Size of MAKE teams is inciting students to work with collaborative shared drive for knowledge building and project management | + | - The need to [[#4. Specific software and licenses|access specific |
| - | - Be able to generate polls and forms to quickly collect feedback of multiple team members or multiple people outside their team | + | - If students work with connected objects |
| - | - The need to access specific | + | - [[#6. Archive |
| - | - Example: CAO design, simulation, Building VR environments, | + | |
| - | - If students work with connected objects | + | |
| - | - Instead of a sharing wifi point access from a private smartphone, which is forbidden on EPFL campus | + | |
| - | - Archive | + | |
| - | - Because MAKE projects are spanning over multiple years, the need to document the knowledge acquired is necessary | + | |
| - | - Access computational power to train AI/ML algorithms | + | |
| - | ===== Suggested/existing solutions: ===== | + | |Archive documents]] (long term storage need). |
| + | - [[#7. Access high computational power|Access computational power]] to train AI/ML algorithms | ||
| + | |||
| + | |||
| + | ===== Suggested/ | ||
| We identified different solutions you can use to answer these different needs. For each proposed solution, we are providing info/ | We identified different solutions you can use to answer these different needs. For each proposed solution, we are providing info/ | ||
| - | ===== Collaborative messaging service for effective team communication: | + | ==== 1. Collaborative messaging service for effective team communication: |
| - | ==== 1. The existing solution supported by EPFL is Microsoft teams. | + | === 1.a The existing solution supported by EPFL is Microsoft teams. |
| Strengths | Strengths | ||
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| * Data are stored in Switzerland (on the Azur cloud, which can be considered as internal to EPFL) so this solution is adapted to handle sensitive documents. If documents leak, there will be a way to understand what happened and there will be support. | * Data are stored in Switzerland (on the Azur cloud, which can be considered as internal to EPFL) so this solution is adapted to handle sensitive documents. If documents leak, there will be a way to understand what happened and there will be support. | ||
| - | * Comment: There is an algorithm to transform google docs into Microsoft document to help transitioning for a google drive (g-doc to word, g-sheet to excel, g-slides to powerpoint). You need to contact 1234@epfl.ch to ask for this service. | + | * Comment: There is an algorithm to transform google docs into Microsoft document to help transitioning for a google drive (g-doc to word, g-sheet to excel, g-slides to powerpoint) to help you transition to sharepoint (the microsoft version for collaborative cloud which works with microsoft team). You need to contact 1234@epfl.ch to ask for this service. |
| * If you plan to use teams next academic year: contact Julien Delisle | * If you plan to use teams next academic year: contact Julien Delisle | ||
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| - | ==== 2. Another solution is Slack, widely used by MAKE projects as of today ==== | + | === 1.b Matrix could be the ideal solution you are looking for === |
| + | |||
| + | Strength | ||
| + | * The service is free | ||
| + | * The data are encrypted and are stored at EPFL, making this solution **very robust** to exchange sensitive information and official EPFL documents | ||
| + | * Easy to quickly generate polls but not forms (however for forms, google drive still is an EPFL solution) | ||
| + | * Note: you can find all the information about the way matrix works here : [[https:// | ||
| + | |||
| + | Weaknesses | ||
| + | * It requires most team to adopt a new tool, even thoug this tool is very similar to slack and discord | ||
| + | |||
| + | |||
| + | === 1.c Another solution is Slack, widely used by MAKE projects as of today === | ||
| Strength | Strength | ||
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| * Slack is not free (the free version erases messages after 30 days) | * Slack is not free (the free version erases messages after 30 days) | ||
| - | * Data are not stored in Switzerland so not adapted for sensitive documents (especially if the project collaborates with EPFL laboratories and they are using advanced technical documentation or anything that could be associated with institutional | + | * Data are not stored in Switzerland so not adapted for sensitive documents (especially if the project collaborates with EPFL laboratories and they are using advanced technical documentation or anything that could be associated with institutional |
| * EPFL does not support slack as an official solution. Therefore, supervisors of a MAKE project and/or students in the committee of an association will be responsible in case of a leak of data | * EPFL does not support slack as an official solution. Therefore, supervisors of a MAKE project and/or students in the committee of an association will be responsible in case of a leak of data | ||
| - | ==== 3. A few projects also use Discord | + | === 1.d A few projects also use Discord === |
| Strength | Strength | ||
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| Weaknesses | Weaknesses | ||
| - | * Same as slack | + | * Same as slack except the service is free |
| - | ===== Collaborative cloud space (shared collaborative drive) ===== | ||
| - | ==== 1. Google drive is the most adopted solution by MAKE projects as of today ==== | + | ==== 2. Collaborative cloud space (shared collaborative drive) ==== |
| + | |||
| + | === 2.a Google drive is the most adopted solution by MAKE projects as of today === | ||
| Strength | Strength | ||
| * Most teams are using Google Drive already and are familiar with the tool | * Most teams are using Google Drive already and are familiar with the tool | ||
| * Generating forms is extremely easy | * Generating forms is extremely easy | ||
| - | * Managing access (with restrictions) to documents (read only / upload / edit etc..) is intuitive for students and for other stakeholders | + | * Managing access (with restrictions) to documents (read only / upload / edit etc..) is intuitive for students and for other stakeholders |
| Weaknesses | Weaknesses | ||
| * The service is limited in size, however temporary exceptions for the existing projects - and for team drives only - can be asked (contact 1234@epfl.ch). If you already benefit from an exception for your team drive, there is no plan to terminate this exception in a close future unless the project terminates | * The service is limited in size, however temporary exceptions for the existing projects - and for team drives only - can be asked (contact 1234@epfl.ch). If you already benefit from an exception for your team drive, there is no plan to terminate this exception in a close future unless the project terminates | ||
| - | * Data are not stored in Switzerland so not adapted for sensitive documents (especially if the project collaborates with EPFL laboratories and they are using advanced technical documentation or anything that could be associated with institutional | + | * Data are not stored in Switzerland so not adapted for sensitive documents (especially if the project collaborates with EPFL laboratories and they are using advanced technical documentation or anything that could be associated with institutional |
| - | ==== 2. Sharepoint | + | === 2.b Sharepoint === |
| Strength | Strength | ||
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| - | ===== Generating forms / polls ===== | + | ==== 3. Generating forms / polls ==== |
| - | ==== 1. Google drive is the most appropriate and only tool used by the different teams as of today ==== | + | === 3.a Google drive is the most appropriate and only tool used by the different teams as of today === |
| Strengths | Strengths | ||
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| * Difficult to know what is acceptable to do in terms of privacy because data are stored outside of Switzerland. Collecting email addresses for example could be sensitive depending on the subject of a given poll. | * Difficult to know what is acceptable to do in terms of privacy because data are stored outside of Switzerland. Collecting email addresses for example could be sensitive depending on the subject of a given poll. | ||
| - | ==== 2. Microsoft Teams ==== | + | === 3.b Microsoft Teams === |
| We don’t know if it’s possible to generate forms with Microsoft teams. However, add-ons may exist like “Survey monkey”, but usability must be tested | We don’t know if it’s possible to generate forms with Microsoft teams. However, add-ons may exist like “Survey monkey”, but usability must be tested | ||
| - | ===== Specific software and licenses | + | ==== 4. Specific software and licenses ==== |
| A solution already exists and is available for MAKE interdisciplinary projects. This solution offers a portfolio of software ranging from CAO design, simulation, media content creation, virtual environment design etc.. and is described here: https:// | A solution already exists and is available for MAKE interdisciplinary projects. This solution offers a portfolio of software ranging from CAO design, simulation, media content creation, virtual environment design etc.. and is described here: https:// | ||
| + | |||
| Strength | Strength | ||
| * The solution offers a wide range of different software that is necessary to realize projects. These software solutions are not always available in typical computer rooms at EPFL | * The solution offers a wide range of different software that is necessary to realize projects. These software solutions are not always available in typical computer rooms at EPFL | ||
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| - | Internet of things IoT | + | ==== 5. Internet of things IoT ==== |
| - | As it is forbidden to share an access point using smartphones on the campus (in order to connect an object/ | + | |
| + | As it is forbidden to share an access point using smartphones on the campus (in order to connect an object/ | ||
| Strengths | Strengths | ||
| * Works better than sharing connection from a smartphone | * Works better than sharing connection from a smartphone | ||
| - | * Respects EPFL rules | + | * Respects EPFL rules related to safety |
| - | ===== Archive and media (image/ | + | ==== 6. Archive and media (image/ |
| A solution is implemented providing free storage space used on their collaborative drive right now. | A solution is implemented providing free storage space used on their collaborative drive right now. | ||
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| * It can get a bit slow to upload documents on this cloud (3min for 1 GB on campus). Please stay patient during the upload. However, as it is not made for collaborative work, uploading speed should not be an important feature for this tool. | * It can get a bit slow to upload documents on this cloud (3min for 1 GB on campus). Please stay patient during the upload. However, as it is not made for collaborative work, uploading speed should not be an important feature for this tool. | ||
| - | ===== Access high computational power ===== | + | ==== 7. Access high computational power ==== |
| Two complementary solutions exist at EPFL, both are worth investigating (those services are paid services – with the u1 price for internal users, meaning only direct costs are invoiced). Bachelor and Master students can have some free credits : | Two complementary solutions exist at EPFL, both are worth investigating (those services are paid services – with the u1 price for internal users, meaning only direct costs are invoiced). Bachelor and Master students can have some free credits : | ||