self-service information access to the enterprise: experience moving to sharepoint 2010 january 24,...
TRANSCRIPT
Self-Service Information Access to the Enterprise: Experience Moving to SharePoint 2010
January 24, 2010
Maureen Hammer, PhD
Knowledge Management Officer
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Results in 2010 reported from stakeholder survey:
InsideVDOT is used minimally—primarily as a repository for documents that divisions and departments wish to share with others in the agency
While content managers were trained on metadata, very few documents comply resulting in poor search return so people tend to avoid looking for anything
The usual approach within the agency is to email documents—and you may, or may not, be on the distribution list
Many use the external VDOT website as their home page rather than the intranet
What the agency does use are team sites—for organizational structures such as depts. or districts, for projects, for special assignments, for functional groups, etc.
There is much duplicate information, pulled down locally and multiple version of same document is the result; skews search results and information is less reliable
Moving to SharePoint 2010
Lessons Learned from SharePoint 2003What it was – SP2003 What it will be – SP2010
• Inability to locate relevant information when needed (71% of polled users spent 2 to 3 hours weekly looking for information)
• When located, less than 28% of users had confidence the document was current
• Centralized housing & governance of Corporate Documents with metadata & standards…. improving accessibility, search and versioning
• Proliferation of team sites – over 3,000 team sites (some of which were unused or obsolete)
• Governance will create standards that prevent creation of unnecessary sites
• Strategic information & security architecture
• Majority of users share information outside of SharePoint to share information with outside users and access information while offline
• OutsideVDOT will enable contracted resources access to data within InsideVDOT
• Lack of user understanding on how to use the tool
• Ongoing training available to users and power users. SharePoint Program Office in place to provide 2nd tier support to users
• No proactive/managed release of platform features & functionality to support anticipated business needs
• SharePoint monitoring of use, development requests and technology trends will assist in proactive engagement of features, reliability and functionality
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Moving to SharePoint 2010
Moving to SharePoint 2010
Why Governance?
ID’s lines of ownership for both business and technical teams
Defines who is responsible for what areas of the system
Establishes rules for appropriate usage of the SharePoint environments
Protects and maintains the vision for InsideVDOT
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Moving to SharePoint 2010
Governance Benefits:
• Ensures the portal is managed and used in accordance with its designed intent
• Prevent InsideVDOT from becoming an unmanageable system (where we are now)
• Insures new content and development are in line with InsideVDOT vision
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Moving to SharePoint 2010
Vision:
InsideVDOT will enable the creation, management and sharing of business information and provide a platform for collaboration across the agency.
Mission/Purpose:
InsideVDOT provides content and document management, an infrastructure for collaboration, access to expertise, access to agency systems, and delivery of business intelligence to support the mission and goals of the agency.
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Moving to SharePoint 2010
Goals:
• Consistent delivery of content and document management
• Findable information
• Dissemination of critical business information
• Employee directory and expertise locator
• Workflow to support business activities
• Access to agency systems
• Collaboration platform
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Moving to SharePoint 2010
Governance Committee Roles and Responsibilities:
• The role of the governance committee is to ensure that InsideVDOT fulfills the vision, purpose and goals of the system.
• The committee shall be chaired by the Director of Knowledge Management (owner of the system) and include representation from Information Technology, the Learning Center, Public Affairs, Audit, and business representatives from each directorate and a majority (five) of the districts. Membership (excepting chair) will be placed on a rotation schedule to ensure to be determined by the committee to ensure that all divisions and districts will have the opportunity to serve.
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Power Users (Basic and Advanced)
Knowledge Management
Developers
Governance Committee
Content OwnersSecurity
The Learning Center
System Administrator ITD Liaison
Moving to SharePoint 2010
Governance Composition
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Location Reason/Role Person
Knowledge Management Owner, Inside VDOT/Chair Maureen Hammer
Information Technology Inside VDOT Support/Member
Joe Pugh
Audit Inside VDOT Compliance/Member
Andrew Green
Learning Center Inside VDOT Education/Member
Barbara Patteson
Public Affairs Inside VDOT Communication Greg Bilyeu
Systems Operations Business Owner/Member Jeff Price
Engineering Business Owner/Member Alan Saunders
Administration Business Owner/Member Jay Styles
Planning and Programming Business Owner/Member Ben Mannell
Financial Business Owner/Member Vince Pate
Policy and Environmental Business Owner/Member David Schneider
Hampton Roads District Business Owner/Member Adam Jack
Fredericksburg District Business Owner/Member Marcie Parker
Richmond District Business Owner/Member Lezlie Ellis
Culpeper District Business Owner/Member Chris Blevins
Moving to SharePoint 2010
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Moving to SharePoint 2010
Strategy
• Meets regularly to ensure the InsideVDOT vision, purpose and goals are being met
• Develops, maintains and implements a roadmap for the system
• Promotes and communicates the use and value of the system to the agency
• Develops and regularly reviews InsideVDOT Standards and Guidelines to determine if any changes need to be made
• Regularly surveys and reviews organizational performance related to InsideVDOT to determine if additional training is needed or if changes need to be made
• Meets regularly to determine and agree to major platform changes (e.g. version changes, corporate wide taxonomy or Information Architecture changes, add-on tools, etc.) and/or development needs.
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Moving to SharePoint 2010
Development• Validates administration & development requests
• Corporate changes will require committee level approval (beyond a single committee member)
• Ensures that requests are examined for potential agency-wide use
• Routes administration & development requests to appropriate group (may be delegated to Knowledge Management or another governance committee member.)
• Approves completed development prior to production release from the pre-production environment as required.
• Determines and establishes approval processes for the different kinds of requests that impact InsideVDOT.
• Approves or rejects submitted requests after reviewing requirements, determining business value, and assessing the implementation impact.
• If a request is approved:• Assigns a priority that designates how soon an approved request should be
implemented by a Power User, KM, and/or ITD.
• Defines the success criteria that will be revisited once the request is implemented.
• Identify monitoring action items to maximize the chances of meeting the success criteria
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Moving to SharePoint 2010
Support/Maintenance
• Owns and maintains InsideVDOT Standards & Guidelines training materials & execution
• Owns and maintains certification standards (Power User) and membership lists
• Reviews and responds to regular reports of system use
• Reviews performance metrics periodically and determines any necessary action
Corporate Structured Taxonomy
Required Metadata
Corporate Structured Taxonomy
Required Metadata
PersonalMinimal StructureSocial Metadata
PersonalMinimal StructureSocial Metadata
Corporate Highly Governed
Corporate Highly Governed
PersonalLimited
Governance
PersonalLimited
Governance
Business GroupsSemi-Structured
Req. /Custom Metadata
Business GroupsSemi-Structured
Req. /Custom Metadata
Business GroupsSemi -Governed
Business GroupsSemi -Governed
Moving to SharePoint 2010
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Governance Pyramid
New InsideVDOT Design-Home Page-
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Top Level Navigation (Corporate Wide Navigation)
Links
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Districts Project Dev Construction Maintenance Operations Business ResourcesBristol Environmental Materials Maintenance Operations and
SecurityAdministrative Services Dashboard *
Culpeper Location and Design Scheduling and Contract
Operations Planning Civil Rights Knowledge Management
Fredericksburg Programming Traffic Engineering Enterprise Applications Office LibraryHampton Roads Project Management Office External and Construction Audit Office of Transportation P3’sLynchburg Right of Way Financial Planning VCTIRNorthern Virginia Structure & Bridge Fiscal Virtual Campus*
Richmond Transportation and Mobility Planning Human Resources
Salem Information Technology * Selecting Dashboard opens the Dashboard at http://dashboard3/
Staunton Internal Audit * Selecting Virtual Campus opens the Virtual Campus https://virtualcampus.vdot.virginia.gov/kc/login/login_vdot.asp?kc_ident=kc0001
InvestigationsLearning CenterLocal AssistancePolicyPublic AffairsSafety and Performance Management
New InsideVDOT Design-Corporate Landing Page-
Global Corporate Navigation
Global Corporate Navigation
Corporate Links
(located in the upper left for all
sites)
Corporate Links
(located in the upper left for all
sites)
Local Navigation (located in the lower left for
all sites)
Local Navigation (located in the lower left for
all sites)
Corporate Document Library view of results from a
custom search (e.g. recent documents for a district, etc.)
Corporate Document Library view of results from a
custom search (e.g. recent documents for a district, etc.)
Corporate BrandingCorporate Branding
District / Division AnnouncementsDistrict / Division Announcements
Corporate Document Library Links
(link to a document or a link to a search)
Corporate Document Library Links
(link to a document or a link to a search)
District / Division Calendar
District / Division Calendar
Corporate BlurbCorporate Blurb
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New InsideVDOT Design-Corporate Landing Page-
PicturePicture
Links to websites outside of VDOTLinks to websites outside of VDOT
Individual Tag Cloud Individual Tag Cloud
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New InsideVDOT Design-Construction Project Page-
Global Corporate Navigation
Global Corporate Navigation
Corporate Links in
upper left
Corporate Links in
upper left
Local Links in lower left
Local Links in lower left
Project Document Library with Construction Project
meta-data applied
Project Document Library with Construction Project
meta-data applied
Collaboration Branding
Collaboration Branding
Project Announcements
Project Announcements
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New InsideVDOT Design-Construction Project Page-
Interactive Google Map of project location (provides
directions to site)
Interactive Google Map of project location (provides
directions to site)
Links to websites outside of VDOTLinks to websites outside of VDOT
Emergency project contacts
Emergency project contacts
Individual Tag Cloud Individual Tag Cloud
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New InsideVDOT Design-Search (FAST) -
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