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public:it_resources:recommanded_tools_for_make_projects [2025-02-24 09:57] – Julien Delislepublic:it_resources:recommanded_tools_for_make_projects [2026-02-27 11:27] (current) – [5. Internet of things IoT] Alessandro Crespi
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 //– good practices and recommendations// //– good practices and recommendations//
- 
  
 ====== Purpose of this document: ====== ====== Purpose of this document: ======
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 ==== Reminder of what is an interdisciplinary project: ==== ==== Reminder of what is an interdisciplinary project: ====
- 
  
 Interdisciplinary projects are well known by the student community at EPFL today. These projects, also known as “MAKE projects” regroup students from different disciplines working together towards a common goal. The AVP-Education is supporting these projects with financial support (partial), access to infrastructures like makerspaces of the SPOT and SKIL. Each project is supervised by a professor and a coordinator. Interdisciplinary projects are well known by the student community at EPFL today. These projects, also known as “MAKE projects” regroup students from different disciplines working together towards a common goal. The AVP-Education is supporting these projects with financial support (partial), access to infrastructures like makerspaces of the SPOT and SKIL. Each project is supervised by a professor and a coordinator.
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   * **The number of students in a single team**: interdisciplinary teams tend to involve 20 to 100 students. Therefore, they need to organize themselves using collaborative tools to communicate.   * **The number of students in a single team**: interdisciplinary teams tend to involve 20 to 100 students. Therefore, they need to organize themselves using collaborative tools to communicate.
   * **The lifespan of a MAKE project** goes from an entire academic year including the summer (12 months of work). Sometimes a project can even be spread over several years. Therefore, knowledge management becomes very important for the student teams.   * **The lifespan of a MAKE project** goes from an entire academic year including the summer (12 months of work). Sometimes a project can even be spread over several years. Therefore, knowledge management becomes very important for the student teams.
-  * **Specific softwares**: Because interdisciplinary projects usually involve building a physical prototype, they also require the use of **specific software licenses** not used in other “typical” EPFL projects. They sometimes require high computational power as well.+  * **Specific software**: Because interdisciplinary projects usually involve building a physical prototype, they also require the use of **specific software licenses** not used in other “typical” EPFL projects. They sometimes require high computational power as well.
  
 In other words, interdisciplinary projects have similar needs to those of a small company (PME). In other words, interdisciplinary projects have similar needs to those of a small company (PME).
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 ===== What are the identified IT needs: ===== ===== What are the identified IT needs: =====
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 MAKE projects have the following IT needs MAKE projects have the following IT needs
-  - Use of a messaging service for effective team communication, accessible from multiple devices. //Size of MAKE teams is inciting students to use collaborative messaging services// +  - Use of a messaging service for [[#1. Collaborative messaging service for effective team communication|effective team communication]], accessible from multiple devices. //Size of MAKE teams is inciting students to use collaborative messaging services// 
-  - Use a collaborative shared cloud solution to store documents and work with multiple team members on a same document simultaneously, from multiple devices. //Size of MAKE teams is inciting students to work with collaborative shared drive for knowledge building and project management// +  - 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, from multiple devices. //Size of MAKE teams is inciting students to work with collaborative shared drive for knowledge building and project management// 
-  - Be able to generate polls and forms to quickly collect feedback of multiple team members or multiple people outside their team +  - 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 
-  - The need to access specific software not available on typical computers at EPFL. //Example: CAO design, simulation, Building VR environments, Media content production// +  - The need to [[#4. Specific software and licenses|access specific softwares]] not available on typical computers at EPFL. //Example: CAO design, simulation, Building VR environments, Media content production// 
-  - If students work with connected objects (Internet of Things, IoT), the need to access a specific network for IoT. //Instead of a sharing wifi point access from a private smartphone, which is forbidden on EPFL campus// +  - If students work with connected objects - [[#5. Internet of things IoT|Internet of Things (IoT)]] - the need to access a specific network for IoT. //Instead of a sharing wifi point access from a private smartphone, which is forbidden on EPFL campus// 
-  - Archive documents (long term storage need). //Because MAKE projects are spanning over multiple years, the need to document the knowledge acquired is necessary// +  - [[#6. Archive and media (image/video) management – long term storage 
-  - Access computational power to train AI/ML algorithms+ 
 +|Archive documents]] (long term storage need). //Because MAKE projects are spanning over multiple years, the need to document the knowledge acquired is necessary// 
 +  - [[#7. Access high computational power|Access computational power]] to train AI/ML algorithms
  
  
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 === 1.a The existing solution supported by EPFL is Microsoft teams.  === === 1.a The existing solution supported by EPFL is Microsoft teams.  ===
    
-Strengths+**Strengths** 
   * Free for MAKE interdisciplinary projects recognized by EPFL    * Free for MAKE interdisciplinary projects recognized by EPFL 
-  * Similar functionalities than slack (most adopted solution by MAKE teams) for messaging service. Possibility to organize communication channels for subteams etc..+  * Similar functionalities than slack (most adopted solution by MAKE teams) for messaging service. Possibility to organize communication channels for subteams, etc.
   * Microsoft teams is compatible with groups.epfl.ch, meaning that only the students officially registered in a project could access the team workspace (well embedded in the EPFL infrastructure).    * Microsoft teams is compatible with groups.epfl.ch, meaning that only the students officially registered in a project could access the team workspace (well embedded in the EPFL infrastructure). 
   * Someone from the DSI is available to train students on this tool to explain how to use it and answer questions   * Someone from the DSI is available to train students on this tool to explain how to use it and answer questions
-  * 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 is stored in Switzerland (on the Azure cloud, for which a confidentiality contract with EPFL exists) 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 a workflow to transform google docs into Microsoft Office documents 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 teams). 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 
-Weaknesses + 
-  * Students in MAKE projects don’t necessarily know how to use teams, the few trials that we have made with students seem to conclude that this solution is less intuitive than other non-supported solutions. However, with training, these issues can be mitigated.+** Weaknesses ** 
 +  * Students in MAKE projects don’t necessarily know how to use Teams, the few trials that we have made with students seem to conclude that this solution is less intuitive than other non-supported solutions. However, with training, these issues can be mitigated.
   * This solution does not allow the creation of forms to collect feedback and does not allow to quickly generate polls. However, the google workspace will still exist as an EPFL tool and can answer this need.   * This solution does not allow the creation of forms to collect feedback and does not allow to quickly generate polls. However, the google workspace will still exist as an EPFL tool and can answer this need.
  
  
-=== 1.b 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://matrix.epfl.ch]] 
 + 
 +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 secret - secret function)+  * 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 secrecy - secret function)
   * 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
  
-=== 1.c 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
- +
-=== 1.d Less project are using Matrix === +
- +
-Strength +
-  * The service is free +
-  * The data are encrypted and are stored at EPFL, making this solution robust to exchange sensitive information +
-  * 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://matrix.epfl.ch]] +
- +
-Weaknesses +
-  * It requires most team to adopt a new tool+
  
  
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   * 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 sometimes outside EPFL+  * Managing access (with restrictions) to documents (read only / upload / edit etc..) is intuitive for students and for other stakeholders inside and outside EPFL
  
 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 secret - secret function). 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+  * 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 secrecy - secret function). 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
  
 === 2.b Sharepoint === === 2.b Sharepoint ===
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 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://make.epfl.ch/remote-pc 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://make.epfl.ch/remote-pc
 +
 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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 ==== 5. 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/micro-controller to internet) a solution has been put in place by the MAKE team and is available for MAKE interdisciplinary projects. All information are [[provided here|https://make.epfl.ch/tools/iot-wifi]]+As it is forbidden to create a WiFi network at EPFL without proper authorization (which includes connection sharing using smartphones), a solution has been put in place by the MAKE team and is available for MAKE interdisciplinary projects. This is mainly intended for IoT use, i.e., single-board computers, robots, embedded systems, microcontroller boards, and similar. All information is provided here [[https://make.epfl.ch/tools/iot-wifi]]
  
 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
  
 ==== 6. Archive and media (image/video) management – long term storage ==== ==== 6. Archive and media (image/video) management – long term storage ====
  
-A solution is implemented providing free storage space used on their collaborative drive right now. +A solution is implemented providing archival space for long term storage purposes, thus allowing the collaborative space (whatever system is in use) to remain at a reasonable size.
 See the solution there: [[https://make-archives.epfl.ch|make-archives.epfl.ch]] See the solution there: [[https://make-archives.epfl.ch|make-archives.epfl.ch]]
 This solution uses nextcloud that communicates with the S3 server of EPFL.  This solution uses nextcloud that communicates with the S3 server of EPFL. 
-This long-term storage solution is not a collaborative tool but will provide teams with necessary space to clean their collaborative drive and still being able to access knowledge built by previous teams.+This long-term storage solution is not a collaborative tool but provides teams with necessary space to clean their collaborative drive and still being able to access knowledge built by previous teams.
  
 Strengths Strengths
   * The fees will be taken care of by MAKE so it will be free for the different teams.   * The fees will be taken care of by MAKE so it will be free for the different teams.
-  * As it is stored on the EPFL network, sensitive documents can be placed on this cloud+  * As it is stored on the EPFL network, sensitive documents can be placed on this system
   * The server architecture and topology is made for long term storage   * The server architecture and topology is made for long term storage
-  * The storage limit is set at 10 TB/team.+  * Lots of available disk space (the storage limit is set at 10 TB/team).
  
 Weaknesses Weaknesses
-  * 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.+  * Uploading large amount of data (especially collections with lots of small files) might be slow. The data transfer rate is not always constant, as it depends on the storage backend. 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.
  
 ==== 7. Access high computational power ==== ==== 7. Access high computational power ====
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