Download - Governing SharePoint
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Wild West to Civiliza.on-‐ Governing SharePoint
Megan Sibbert ECM Business Manager
City of Bellevue, WA @MeganSibbert
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About Bellevue, WA § 5th Largest City in Washington
State § 130,000 Residents § 140,000 Jobs with an
emphasis on High Tech & Retail
§ 31 Sq. Miles § 1,500 City Employees in over
20 faciliPes
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In the Beginning…
2005-‐2007 2008-‐2010
SharePoint 2003 SharePoint 2007
• Used as City Intranet • Incremental Training with
limited effecPveness
• Technology Upgrade to SP 2007
• Training provided on new features
• Both adopPon AND user frustraPon increased
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SP 2010 Project Drivers
§ Use Current Technology § User FrustraPon § OrganizaPonal ECM Analysis
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Main Technology Used
§ SharePoint 2010 § Gimmalso] Compliance Suite for Records Management
§ FAST search
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Step 1-‐ Focus Groups
§ 7 Focus Groups (June 2012) § Common Themes
§ Not enough training § Search doesn’t work § No consistency or standardizaPon § Lots of old unused or abandoned content
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SharePoint’s Last Chance
§ One final shot to get SharePoint right § Overarching theme for the project was…
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Step 2-‐ Inventory Sites
§ What sites exist § Who do they belong to § What is the purpose for each site § Owners need to decide-‐ Migrate, Archive, Delete
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Inventory Results
§ 3 main purposes § Department
CommunicaPon Sites § Team CollaboraPon Sites § Project Sites *Approximately 77% Migrated, 20% Deleted, 3% Archived
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Step 3-‐ Business User Team
§ RepresentaPves from a variety of departments to parPcipate in the iteraPve design process § Reviewed wire frame design § Provided feedback as the project moved forward
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Step 4-‐ Policy
§ Minimum Metadata Standards for ALL content types
§ Strategy for Non-‐Records § Constraints of SharePoint § Ongoing governance
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Step 5-‐ Training
§ 160 Site Owners went through a 6 hour Training seminar
§ 750 end users aiended 1 ½ hour overview § Detailed “SharePoint 2010 Resource Site” with recorded training Pps, documentaPon, and other end user support materials
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Step 6-‐ Rollout Support
§ Open Training Lab § “Blue Shirt” Team
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Finally…
§ Ongoing follow up and communicaPon § Ongoing Training opportuniPes § Site AudiPng § Ongoing teams
§ SharePoint Governance Commiiee § SharePoint User Team § SharePoint Technical Team
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Ques.ons
????
Megan Sibbert @MeganSibbert
www.aiim.org/infochaos�
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