University of Otago OURDrive · PDF file10-Sep-2014 University of Otago – OURDrive Page...

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University of Otago

OURDrive

Solution Summary

Version 1.0

Solution Summary

10-Sep-2014 University of Otago – OURDrive of 24

Table of Contents

1 INTRODUCTION ......................................................................................... 3

2 WHAT IS OURDRIVE?................................................................................. 3

3 WHAT OURDRIVE DOES ............................................................................. 4

3.1 What OURDrive does for Users ....................................................................................................... 4 3.2 What OURDrive does for Teams ...................................................................................................... 8 3.3 What OURDrive does for the University ....................................................................................... 10

4 HOW DOES THE PROCESS WORK? .......................................................... 14

5 WHAT ALL TEAM SITES HAVE ................................................................. 16

6 WHAT ELSE DO YOU NEED TO KNOW ..................................................... 20

6.1 Training ............................................................................................................................................ 20 6.2 Support ............................................................................................................................................. 20 6.3 Additional Tools in use with OURDrive ........................................................................................ 22

7 WHAT ELSE DO YOU NEED TO DO .......................................................... 23

8 SUMMARY ................................................................................................ 23

9 VERSION HISTORY .................................................................................. 24

Solution Summary


1 INTRODUCTION

This Document is a Solution Summary of the University’s Document and Records Management Solution, OURDrive.

The aim of this document is to describe the solution in a clear, meaningful way, attempting to steer clear of the technical

stuff unless it’s really necessary.

The document starts by describing OURDrive itself and what its purpose and functions are. It describes the process of

getting involved with OURDrive from the first discussions through to the delivered result. We then talk about the sorts of

things that every team has available to them by way of the Team Site, a common starting point for all teams coming into

OURDrive.

Stay for the ride and we’ll explain the OURDrive programme of work, how University teams get involved with it and what

OURDrive does for the University.

2 WHAT IS OURDRIVE?

Figure 1 - OURDrive Home Page

OURDrive is a Document and Records Management System being rolled out across the University. Probably best

described on the various pages in the University OURDrive blog, the key purposes are to find, store, use, share and

collaborate with University documents, information and staff members. OURDrive provides a secure place to store,

classify, manage and retrieve documents, making it easy to locate and share information and enabling the University to

better meet its obligations under the New Zealand Public Records Act 2005.

OURDrive is built on the Microsoft SharePoint 2013 platform and as a result enjoys the benefits of the integrated

Microsoft productivity suite of Windows, Office, Exchange and Active Directory. This extends the already familiar role of

Microsoft Office at the University, complementing the document creation with consistent secure classification,

management and search of documents and information. SharePoint is a vast platform and can provide many capabilities

to the University; with the early focus of OURDrive being toward Document and Records Management. As the uptake,

adoption, and requirements of OURDrive at the University grow, additional capabilities will likely be introduced into the

programme.

https://blogs.otago.ac.nz/ourdrive/

Solution Summary


To establish OURDrive, the University is working with Intergen to bring in ‘teams’ from across the University, focusing on

those with vital university documents so that the university can create a core of high value information. In this context

‘teams’ may refer to a department, a division, or perhaps a specific group of University staff within a department or

division with a particular document management requirement. As teams and areas have been introduced into OURDrive,

a collection of common requirements and features has built up, and forms the basis for a Team Site Template. This

provides a great starting point for any new team allowing us to focus on discovering what makes your team different

rather than identifying all the common aspects each time. As a result the Team Site Template is becoming increasingly

adept at meeting most of the needs of each new team, leaving less that needs to be analysed and developed explicitly.

Similarly reusable ‘template’ areas have been developed to provide the common aspects for Committees, Capital

Projects, and (soon to be developed) Research Projects. The primary focus of this document is the functionality offered

by the Team Site.

3 WHAT OURDRIVE DOES

OURDrive provides several capabilities and concepts towards a good discipline of document and information

management. These are best described at three levels covered by the following sections:

3.1 What OURDrive does for Users

The most important part of all of this is to provide something of value to users. These are the people in the various teams

across the University that will either be directly using OURDrive or will be looking for information that is stored on

OURDrive. Again the OURDrive Blog describes this well, with a dedicated page listing the features. But to summarise;

OURDrive provides a single location accessible from anywhere with a web browser, enabling users to find, access and

use documents and information; as well as create, share and store information they wish to work with. All this in a

consistent and (increasingly) familiar framework integrated with Microsoft Office.

This explanation is more useful when accompanied by something tangible, so we would be happy to provide a

demonstration to you. Meanwhile here are some screenshots and captions to help explain things:

Figure 2 – OURDrive uses the well-established Microsoft Ribbon

Figure 3 – OURDrive provides Document Libraries and views (perspectives) of the documents within them

https://blogs.otago.ac.nz/ourdrive/features/

Solution Summary


Figure 4 – There are calendar views for date-based information

Figure 5 – Very powerful search capability allows you to refine and verify you’ve found the correct item, all from one place

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Figure 6 – Office documents can be accessed and edited directly in the web browser

Figure 7 – Useful views and web parts (components) can be combined to make helpful pages

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Figure 8 – There’s a consistent navigation throughout OURDrive (Top banner, Breadcrumb and left navigation pane)

OURDrive is an organisational knowledge asset and contains information you use to do your job or conduct University

business. You will normally work with information in a Team Site but sometimes you may be working on things that are

not ready to put in the team site, or items more applicable to yourself personally. OURDrive also has a personal area

called OneDrive. OneDrive is a site for you, for your content and available only to you (although you can share it with

others). You can access OneDrive from a link in OURDrive, as shown here.

Figure 9 - Quick access to OneDrive (your own area of OURDrive)

Figure 10 – A personal document library in OneDrive; your own personal site

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Figure 11 – The same OneDrive document library, synched to your computer for offline use

Figure 12 – An OURDrive document library also synched to your computer for offline use

3.2 What OURDrive does for Teams

In addition to users having access to all the capabilities described above, there are significant benefits to the wider teams

within the University.

Firstly the confidence that the team’s information is being treated in an organised manner; with appropriate

storage and classification, a highly capable search, version history, security and backups. This diminishes the

possibility that important documents will be stored on user’s own PCs, email inboxes, or in personal storage

locations like Drop Box or Google Docs, where the opportunities for good consistent document management

practices are lessened.

The following screenshots should help illustrate some of these concepts:

Figure 13 – OURDrive encourages the capture of useful properties (metadata)

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Figure 14 – We can create views presenting information based on these properties

Figure 15 – The search presents one-click refinements based on these properties

Figure 16 – OURDrive document libraries support version history and enable previous versions to be accessed if needed

Secondly, OURDrive is available everywhere with an internet connection, meaning University staff can work with

information wherever they are at any time of the day. Furthermore OURDrive has offline capabilities allowing people

to work on content when they are disconnected from the grid, and synchronising changes when they return to

coverage.

Thirdly as a result of working with each team we may uncover the need to provide specific functionality or areas

that were not covered by the template. In this case the benefits may include:

The ability to manage information that was not being captured or managed previously by the team or was

lacking a consistent location or strategy.

Opportunities to digitise information and/or processes that were previously being handled manually or with

paper forms.

Solution Summary


Potential to decommission a system, application or process that is no longer required by the team after

moving the information into OURDrive. This could be another IT system, or a paper-based system or

process.

3.3 What OURDrive does for the University

OURDrive provides a platform for consistent, robust and centralised storage for documents and information; together

with a defined strategy for how those documents and information are managed. This in itself is a significant benefit for

the University but it in turn provides these additional benefits:

1. Productivity gains - due to staff more quickly locating the information they are after and having greater

confidence that it is the correct version of the correct document. Staff can also benefit from the expanded

productivity tool set as provided by Microsoft Office integration with the OURDrive platform.

Figure 17 - Multiple documents become multiple versions of the same document

2. Rapid deployment of useful sites – using the template approach to quickly enable Teams, Committees, and

Projects to begin using OURDrive with already established and purpose-built structured sites. The approach is

based on the development of four templates designed to be re-used across the organisation:

Team Site Template - built for use by University divisions and departments with a set of features and

areas to cater for the majority of teams, departments and groups.

Committee Site Template - built for use by the Committees of Council and the Advisory Committees

to the Vice-Chancellor, providing a consistent experience for the management of governance-level

committee information and documents.

Capital Projects Template - enabling the rapid creation of dedicated sites to collaborate and

manage communications and documents associated with capital projects, and aligned with project

management activities.

Research Projects Template (currently in development) - enabling the rapid creation of dedicated

sites to collaborate and manage communications and documents associated with research projects,

and aligned with the stages of the research project lifecycle.

The screenshots below help illustrate the coverage of these template sites.

3. Reduced email risk and reduced load on email servers and personal inboxes due to documents being

shared as hyperlinks rather than sent as email attachments as well as further ensuring correct versions are

being referenced. Also reducing the risk of inadvertently providing information to an incorrect party.

4. Records Management and addressing University obligations to the Public Records Act. A consistent

structure and ‘taxonomy’ of information leads to the structured assignment of retention and disposal rules. This

is achieved using SharePoint together with RecordPoint, a third party Records Management Solution, and

positions the University to better meet their obligations under the Act.

5. Decommissioning of systems. As above if their purpose can be achieved by OURDrive and their content

moved into OURDrive.

Solution Summary


The following screenshots should help illustrate the Template-based approach, by showing the structure of the purpose

built template sites:

Figure 18 - Team Site Structure providing a consistent and efficient set up of new teams

Figure 19 - Committee Site Structure ensuring a consistent experience and approach to committee business

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Figure 20 – Capital Project Site Structure providing a consistent, repeatable process of adding additional projects

Figure 21 - Research Project Structure (in progress), will provide a consistent, repeatable process for managing research

project information

Solution Summary


And putting all this together gives a bigger-picture view of OURDrive:

Figure 22 - OURDrive overall structure showing all main areas, together with site-wide search and OneDrive (personal) areas

Solution Summary


4 HOW DOES THE PROCESS WORK?

This section describes the steps and activities involved to get on to OURDrive and gain the benefits of the platform. Also

by showing you where various University teams are in the process, you can see how the program is progressing. You

may wish to liaise with people from these teams to compare notes and trade ideas with.

Note the purpose built site templates are also shown in the diagram (in yellow). These are the reusable University site

templates upon which the sites within OURDrive can be based.

Figure 23 - OURDrive Teams and their stages (at time of writing)

To describe what is meant by each stage in the process, please refer the following:

As each team is included, an Initial Engagement is carried out to establish the team’s requirements, stakeholders and

timeframes. This is a presentation to the team introducing and explaining OURDrive and those of us involved with rolling

it out at the University.

Next an Envisioning phase is carried out with representatives from each team to establish detailed requirements and

how they fit with OURDrive; covering areas that are already part of the Team Site Template and the new capabilities

required by the team. Next follows the solution design which leads to a solution design document together with a

schedule and budget to deliver the solution we are describing. The University will also receive a Statement of Work, our

contract with the University to deliver the Team Site into OURDrive.

Once the solution design and Statement of Work are agreed to and signed off we move into the Delivery Phase where

all the clever bods do their development work and build the team site. We can work fairly independently at this stage but

may be in touch to confirm details or ask questions, just as you should feel free to contact us for details or questions of

your own. You will also receive updates as the delivery progresses and you will able to check the progress for yourself in

the test environment of OURDrive. Furthermore you may wish to request a demonstration of particular areas – or we

may organise to demonstrate things to you to gain your input or feedback.

Once we think we are done we need you again, and this time we require a concerted effort for testing. You need to

confirm that we have done what was planned and that it all works correctly, and although we do our own testing the buck

Solution Summary


stops with your team to make sure things are working as expected because once the testing is complete we will conclude

everything is ready to go live. Also you know your information better than we do so it is important you assess the system

using information and documents that represent what you will actually be using the system for. We call this stage

UAT/Stabilise (where UAT stands for User Acceptance Testing).

Once we get through UAT and everything is verified as complete and working nicely, we go Live. Importantly this is not

the end of the project! In fact for you it is just the beginning. What do I mean? Well at this point we’ll have built you a

team site, we’ll be convinced that it does what it’s supposed to do and it will be available in OURDrive – but there will be

none of your important stuff in it yet. The big job ahead is to get all your documents in there and start using it. Please

don’t go quiet on us now, this is your chance to start using OURDrive and get all the benefits we’ve been discussing

above. We can help you with that in a number of ways that are discussed later in the document. For now, know there are

assigned and trained people to help, organised training sessions, training materials, and tools that can do some of the

document moving and storing for you. Please ask any time you have questions or requirements you want to discuss.

Solution Summary


5 WHAT ALL TEAM SITES HAVE

You’ll notice there has been several references to the Team Site, and talk about the Team Site Template. We’d be happy

to demonstrate this for you at any time but meanwhile this section describes what the team sites have available to them

and uses plenty of screenshots to show you along the way.

To get you started, you can think of the Team Site as a web site for your team, simple as that… nearly. It is a web site,

available from anywhere on the internet. It is for your team. Importantly however OURDrive is only available to people

with a University login. You may know this as a registry domain login. This means users must be University staff or in

some way affiliated with the university to have a University login. OURDrive can therefore be referred to as an Intranet

and your team site forms a part of that Intranet. Summarising that, you can think of your team site as an internal web site

and document management system for your team and all its information.

The details can get a bit technical so those parts have been left to the Solution Design Document for each team,

however at a summary level, we can describe the team sites in three parts:

Places to put things (Lists and libraries)

Lists and document libraries are where we put documents and information. You can think of a document library

similarly to how you think about a folder on your desktop (or file share) except that in a document library we also

have terms to help describe (and later locate) our documents. As well as all the retention and version control

and other nice document management things we’ve been talking about in this document.

Ways to describe and classify things (Content types and metadata)

These are the types of things we are putting into the lists and libraries. If we define specific things that can go

into each place it helps us in two ways. Firstly we are guided to put the right types of things in the right types of

places, ensuring consistency and ease of use by those that follow. Secondly by identifying a document as a

certain type of document we can collect specific information (known as metadata) about that type of document,

for example if it is a Policy (content type), we may wish to know the Policy Number (metadata). By defining a

deliberate strategy of content types and corresponding metadata, we can ensure the information being stored is

accurate and well described, which in turn will make it easier to find (and be confident that you have found it).

This minor extra effort during the saving of a document leads to large benefits in time saved when locating

documents in the future.

Ways to retrieve and display things (Navigation, views, pages, web parts and search)

Document libraries and lists are like the engine room of the site. These places are where the team will put

things and maintain information. Many users likely just want to find and read a document or find out about

something, without needing to edit it, or alter its properties. They need a fast way to locate and access

information so while they could go direct to the library, they may not even know what library to go to. For that

reason it’s important that we make it easy for users to find their way around the site and quickly locate what they

need. OURDrive does this in several ways in order to cater to the different techniques and preferences of users.

Examples include:

Using the top navigation to quickly access the main area of the site you are interested in:

Solution Summary


Using the left navigation within a site to access the part of the site you need. This might be a link to the

relevant list or library, or to a page presenting a variety of information:

Visiting the List or Library directly and using views of the library to present the information from various

perspectives:

Creating pages to group and present useful information in a single place:

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Using the search to look for a particular page or document:

Using the search refiners to enhance your search, filtering on properties of the search results:

That’s about all the detail we’ll go through here, but if you are interested in a more detailed reference, we would be happy

to provide you with some examples for team sites we have designed or built previously.

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Finally, here is a screenshot of a Team Site in OURDrive:

Figure 24 - Corporate Records Services Team Site

Solution Summary


6 WHAT ELSE DO YOU NEED TO KNOW

Aside from the things in OURDrive that you can see by going to the site and using it; there is much more to the

OURDrive programme that has been put in place to make the whole thing feel like a member of the University family of

productivity tools. Some of these peripheral things are additional features and third-party products, others are initiatives

to improve user experience and adoption and others are to enable OURDrive to get the treatment and support it

deserves as it becomes a part of University document management and a valuable tool for staff.

This section describes those peripheral things that might otherwise be missed, but worth you knowing about as you get

involved and become familiar with OURDrive. You might have a need for some of this stuff and it pays to know what’s

out there.

6.1 Training

There are regular organised training sessions and purpose-built manuals for:

OURDrive site administrators

OURDrive users

OURDrive Committee Site members

This training includes:

Document and content management

Creating and managing documents and pages

Accessibility considerations in content creation

Creating and managing sites, including team sites, capital and research project sites and committee sites

Managing email and documents in Office, Windows and OURDrive with OnePlaceMail

Lists, libraries and folders

Content migration and population

List views and web parts

Versioning

Document templates

Search

Additionally training is provided for specific functions or tools required by certain areas (e.g. Project and Committee sites,

Tender Sites, Document migration)

These sessions and materials are provided by ShareThePoint, Intergen and ITS Trainers, with the plan being to

transition mostly to ITS trainers as they become more familiar with OURDrive.

6.2 Support

Sometimes you will want the answer to a specific problem, or advice on a particular area or activity. In these cases, it is

Support that you need. Fortunately we’ve thought of that too and there are several ways for you to obtain support with

OURDrive.

There are several places in OURDrive to get additional help. These can all be located at the

OURDrive Help Page: https://ourdrive.otago.ac.nz/tools-resources/Pages/OURDriveHelp.aspx

On here you will find:

Training Guides – The manuals that accompany the training and also provide a very useful reference to using the

site

https://ourdrive.otago.ac.nz/tools-resources/Pages/OURDriveHelp.aspx

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Frequently Asked Questions (FAQs) – answers to common questions we have encountered.

Site Contacts – people who will likely be able to help you and answer your questions. This list includes:

Site Administrators (within your team or from ITS Desktop Support) who can make changes, allocate

permissions and generally help you out with things.

Go-To People are people who are trained in OURDrive and know your area quite well. They’re a useful starting

point for questions and assistance.

Business Owners are the people that may be needed to authorise changes to permissions or functionality of

the site.

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If you still need assistance beyond these helpful tools and resources, please refer to the:

ITS Service Desk – for General Support queries and assistance. The friendly folks at the service desk will

endeavour to help you out and are able to enlist the help of others if required. They will appreciate it if you have

attempted to answer your question using the resources above first.

6.3 Additional Tools in use with OURDrive

OURDrive is a far reaching toolset with many capabilities. It works very well with your internet browser and with Microsoft

Office. The OURDrive programme involves some additional tools to provide enhanced capabilities or to assist with

particular tasks and functions. These tools include:

OnePlaceMail for Office integration and Email management with OURDrive.

ShareGate for importing documents into OURDrive from File Shares.

Tzunami for importing documents into OURDrive from DocuShare.

PSI:Capture for receiving, interpreting and processing paper based or digital documents (e.g. OCR and

data capture) and saving to OURDrive.

Muhimbi for PDF conversion from Office Documents.

RecordPoint for extending the records management capabilities of the OURDrive solution.

If you have the need for a particular capability from the list above, or if you have a requirement that isn’t evident in OURDrive, please let us know and we will endeavour to help you with that.

Solution Summary


7 WHAT ELSE DO YOU NEED TO DO

We’re nearly there now, but this section is included to reinforce the fact that this OURDrive thing isn’t all about waiting for

your site to appear and expecting that everything is done. As mentioned earlier the go-live of a team site is just the

beginning for the team, and there are many tasks remaining to get stuck into to make the team site a success and a

valuable team asset.

Most notably if you are keen to get involved in OURDrive, please discuss this with the University OURDrive Team.

They will determine your alignment with the OURDrive programme of work and help to get your team involved. If you are

included to the programme you will need to:

Communicate the move with your team – Build some excitement in the team about how much better their

document-life is going to be and what OURDrive will mean for them, and the team.

Expect to put in quite a bit of effort as a group – spring cleaning your existing documents, looking at the

best candidates for inclusion within OURDrive. Consider how you will migrate these documents, how you

will organise them, and how you will describe them. Get us to help you with this.

Obtain training for you and your team. You will be much more familiar with things and will understand what

all this is about. This will also help you get excited about what you can do with OURDrive.

Know where the resources are – as you will have just read in the section above.

Know who will be supporting you – decide your go-to people will be, your site administrator(s) and who

will be the champions in your team that are ‘good at this stuff’. Maybe it’s you!

Have a plan for moving your team’s information to OURDrive. The more you get in there, the more value

you will get from using it.

Seek advice if any of the above is unclear or if you have any questions.

8 SUMMARY

This document described OURDrive as both a document management solution and as a University programme of work,

discussing how the solution works and what it does for individuals, teams and the University. We have described the

process of getting from the introductory stages of the programme through to a live team site in OURDrive. We have

explained the functionality provided by the solution together with screenshots and examples. And finally; we’ve discussed

the supporting infrastructure through tools, resources and personnel to ensure a smooth transition to a new productivity

tool for you, your team and the University.

And that’s it.

If this leaves you with any questions or if you want to discuss anything with us, please let us know. We would be happy

to meet with you and provide any information you require, or arrange a demonstration of OURDrive to you and the team.

Thanks for staying till the end!

Solution Summary


9 VERSION HISTORY

Date Version Author Reviewed by Change Summary

August –

September 2014

0.1-0.5 Bryce Saunders Intergen Team, Tracey

Sim, Lori Conroy

Initial versions for review

10 September 2014 1.0 Bryce Saunders Intergen Team, Tracey

Sim, Lori Conroy

Initial published version

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