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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