how douglas college engaged faculty and staff with a ... · intranet for sharepoint • 6 x...
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How Douglas College Engaged Faculty and Staff with a SharePoint 2013 Intranet
Barbara Allen – Faculty Computing Studies and Information Technology, Douglas College
Michal Pisarek – Director of Product, Bonzai Intranet for SharePoint
WHO WE ARE
Introductions
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Introduction: Barbara Allen
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• Faculty member – Douglas College, Computer Studies and Information Systems
• Worked and taught in the technology field for 38 years
• Current projects at Douglas College: • DC Connect – intranet • Ellucian – DegreeWorks • Decision Academic – Curriculum Navigator • SharePoint - Phase II – Team and Collaboration sites
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Introduction: Michal Pisarek
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• Founder of Dynamic Owl Consulting
• Director of Product at Bonzai Intranet for SharePoint
• 6 X Microsoft SharePoint MVP • Loves intranets and all things SharePoint!
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Today’s Agenda
1 Challenges and Opportunities
2 The Journey
3 The Solution
4 Q&A
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Challenges and Opportunities
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Douglas College Challenges NoIntranetwhichleadtocontentbeingstoredonthepublicsite
Asignificantrelianceonemailasathemainformofcommunica8on,taskanddocumentmanagement
Theemployeecontentsec2ononthepublicwebsiteiscurrentlyaccessiblepublically,limi2ngtheinforma2onthatcanbepresented
Nocentrallandingplaceforstaffandfacultytovisitforrecentnews,announcementsandresources
Lackoftransparencyacrossfacul8esanddepartmentsduetonoavailable,central,communica8onmedium
Manyprocesscurrentlydonewithpaperbasedformsandemailsfortrackingprocessstatus
Lackofgovernanceandstructurewithinfilesharesresul8nginmanyissuesincludingduplica8onofcontentandlackofcollabora8on
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Douglas College Opportunities 1.Centralized,organizedandsecureareatocommunicatetoallstaffandfacultywithinthecollege
2.Reducedrelianceonemailsastheprimarydocumentmanagementandcommunica8onmediumwithinDouglasCollege
3.Automa2onofpaperbasedprocesseswithautomatedformsandworkflow
4.Integra2onofrecordsmanagementpoliciesautoma8callyintocontentplacedonSharePoint
5.Increaseincommunica2onandengagementthroughsocialtoolsandorganiza8onofcontent
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Why SharePoint and Office 365
• Broad platform of capabilities with which to tackle multiple issues with
• Forms and Workflow • Intranet Publishing • Document Management • Integrated Search • Records Management • Collaboration • Mobility • Much, much more
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The Journey How did we get here?
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How did the themes come about?
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FacilitatedOpportunityIden8fica8onWorkshopon
February27,2015
• Weasked:Whatarethetopchallengesforproducing,sharingandmanaginginforma8onatDouglasCollege?
• Iden8fica8onandPriori8za8onExerciseswereConducted
ConductedIndividualInterviewswith
Representa8vesofthe3CoreAreas
• IntranetMee8ng:March11
• Forms&WorkflowMee8ng:March12
• Collabora8onTeamSitesMee8ng:March16
• ReviewedCurrentStateforall3Areas
ProvidedRecommenda8onsDocument
• SummaryandAnalysisofFindings
• ProvidedAc8vi8es,ScopeandCostEs8matesforthe3CoreAreasandotherConsidera8ons
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Key Recommended Areas
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Intranet Collabora8onTeamSites
Forms&Workflow
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What can Intranets do?
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Providetrustedinforma8on
Deliverinternalcommunica8on
Fosterstaffengagement
Promoteorganiza8onal
culture
Streamlinebusinessprocesses
KnowledgeManagement
Findpeopleandexper8se
Accesstocommondocuments
Accesstotoolstodomyjob
Anywhereaccess
Helpinon/offboarding
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What type of information do Intranets have?
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News Events Calendars Policies/Procedures Forms
StockInforma8on KPI’s HowDoI’s FAQ’s Employee
Spotlight
ImportantAnnouncements
EmployeeDirectory
StandardOpera8ngProcedures
Tools Templates
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Collaboration Sites
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• Centralizedareasforcrossfunc8onalprojectsProjects
• Internalworkingareasforfacul8es,departmentsandinterna8onalofficedepartmentsDepartment/Faculty
• Managementofcommi_eesincludingagendas,mee8ngminutes,tasksandcommunica8onCommi_ees
• Areaforknowledgeexchangeincludingconversa8ons,documentsandcalendarsCommunityofPrac8ce
• ManyeventsarebeingplannedatDouglasallthe8meEventPlanning
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Forms and Workflow • Many paper based processes caused many issues across the
organization • Automated and electronic forms and workflow has huge potential
savings and efficiency gains
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Consolida8onand
Organiza8onWorkflow Electronic
Forms
The Solution INTERNAL COMMUNICATION AT DOUGLAS COLLEGE
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Douglas College Intranet Goals
18 | What is an Intranet?
Employeeengagementandtwowaydialogue
Centralized,streamlined
communica8onsEnhancedsearchforallcontent
ConsolidateStandardOpera8ngProcedures
Findpeoplebyname,role,skillsorexper8se
Singleareaforforms
Ensurecontentinorganizedinawaythatuserscanfind
it
Departmentalinforma8onreadily
available
Showcaseeventswithinthecollege
Toolsandtemplatesarea
Showcasevariousprojects
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Douglas College Intranet Demonstration
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Douglas College Intranet Progress
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ProjectIni8a8onandPlanning
ContentAudit
RequirementsGathering/Informa8onArchitecture
GovernancePlanning
Configura8onandInstalla8on
Training
ContentMigra8on/Authoring
ContentQA,Roll-outac8vi8es
GoLive
12 Weeks Total
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Who should be involved?
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IntranetCrea8on
• Execu8veSponsors• Project/BusinessOwner• BusinessUnits/DepartmentalRepresenta8ves(Content)• CoreProjectTeam(PM,Analyst,ITetc.)
AierLaunch
• GovernanceCommi_ee• Intranet“Owner”• ContentAuthors/Contributors• ContentApprovers• SharePointandBonzaiAdministrators
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Roll Out Activities
• Via email in the early stages • What is an intranet and why we are doing it • Navigation Test participation • Contest for “Name the Intranet” with prizes • Weekly “sneak peaks” of functionality such as look of a department page,
employee profile or market place • Just before launch
• Rack card and chocolate placed on all employee keyboards with an explanation of what DC Connect is and why your browser now opens to DC Connect
• During our annual kick off barbeque • Demos and employee profile set up
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Intranet Governance • Governance is key for long term
Intranet value • Establish a governance committee
for the Intranet • Defined roles and responsibilities • Determined permissions and
content authoring guidelines • Content Publishing Models • Established support process
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Information Architecture
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• Several stage process to ensure that content can be easily found
• Card Sort to determine broad level categories of content
• Initial site structure and wireframes were developed
• Two rounds of Tree Testing for findability and navigation
• Improvement from 63% findability to 83% due to testing
• Over 250 participants over the two tests
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Project Challenges
Thereisneveragood8metodoalargeproject
NorealSharePointexper8sewithinthecollege
Changemanagementwithinthecollegeregardingcommunica8onandcollabora8on
Migra8onprocessfromapublicsitetoaninternalsiterequiredconsiderableeffort
Basictechnologychallengeswithawiderangeofusers
Facultybuyin
Ac8veDirectorystructureneededarehaul
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Project Successes
• Reduc8onofemailcommunica8onhasbeenextensive
Communica8ontransparencyimprovingacrossthecollege
SocialfeaturesandengagementwithintheIntranetisstar8ngtogrow
Ac8veDirectorycleanupoccurred
BuyinforfutureSharePointprojectsincludingcollabora8onandforms/workflow
Centralizedandeasytofindformswithinthecollege
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