governing sharepoint
DESCRIPTION
Do you have a SharePoint environment that has grown over time with no rules? Do you know what’s in your SharePoint environment? Do you know how people are using SharePoint? If the answer is no, come hear how the City of Bellevue’s SharePoint environment went from the Wild West to a governed system for communication, collaboration, and content management through the use of focus groups and end user driven design.TRANSCRIPT
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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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