ut system administration€¦ · wikis findability integration with outlook slide 15of 72 lay out a...
TRANSCRIPT
8/21/2009
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Living in SharePoint
Sheila Ochner, University of Texas System Administration
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UT System Administration� 32 business offices/operations
� Federated access from 15 independent
campuses
�Current major IT considerations
� Security of confidential and sensitive information
� Records management
� Document Management System(s)
� Email Archiving
� Office Communicator Suite adoption
UT System Administration
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Office of Technology &
Information Services
�Networking and System Administration
�Security
�Records Management
�Telephones
�Business Application andCollaboration
�Reports to Vice Chancellor for
AdministrationUT System Administration
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SharePoint at UT System Admin
� SharePoint 2003
� Installed 2004
� 2500 users
�Daily Support - .25 FTE
�Grew organically
� Test that became Production
�No Rules or Restrictions
UT System Administration
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SharePoint at UT System Admin
�MOSS (SharePoint)
� Installed 2008
� Intranet for the office and collaboration with
campuses
�500 Users
�Daily Support - .5 application developer, 1 server
administrator , .5 student worker + help desk
UT System AdministrationSlide 6 of 72
SharePoint at UT System Admin
�MOSS (SharePoint)
�Phase 1 – Design
� 8 months
� 4 FTE
�Phase 2 - Adoption (current)
� 12 months
� 6 FTE
�Phase 3 – Support – Ongoing – 2010?
UT System Administration
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Steps thru ImplementationSteps thru Implementation
“What does Sharepoint
ADD to our current
environment? With
Outlook and the File
Shares don’t I already
have everything I
need?
Do I HAVE to learn
another tool?”
� Plan and then do
�Commercialize
� Integrate
UT System Administration Slide 8 of 72
“It pays to plan
ahead. It
wasn’t raining
when Noah
built the ark.”
UT System Administration
Step 1Plan and then do
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Plan and then do
�Governance
�Taxonomy
�Reliability
UT System Administration Slide 10 of 72
“ Expect the best, plan for the worst and
prepare to be surprised.”
UT System Administration
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Background, Goals, Success
UT System AdministrationSlide 12 of 72
Wiki for Collaboration
UT System Administration
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Hierarchy Design
UT System AdministrationSlide 14 of 72
Make the Case
UT System Administration
Collaboration
Submittal
Workflows
Records Management
Discussion threads
Wikis
Findability
Integration with
Outlook
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Lay out a vision
UT System Administration Slide 16 of 72
(a) belonging to the Emperor
(b) embalmed
(c) tame
(d) sucking pigs
(e) sirens
(f) fabulous
(g) stray dogs
(h) included in the present classification
UT System Administration
“The passage quotes a certain Chinese encyclopedia
in which it is written that animals are divided into:
(i) frenzied
(j) innumerable
(k) drawn with a very fine
camelhair brush
(l) et cetera
(m) having just broken the
water pitcher
(n) that from a long way off
look like flies.”
– The Order of Things
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Taxonomy
UT System Administration
�A records taxonomy is a corporate wide
schema for the identification, retrieval
and disposition of all business records
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Why worry about Taxonomy…
�Volume - Growing at 15% per year!
�2000 GB of email
�5 TB of unstructured documents
�2 TB of Records storage
�Changing media formats
�Retrieval and disposal as important as
creation
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Why worry about Taxonomy…
�Advance Functionality
�Policies
�Templates and Workflows
Start with the end in mind
UT System AdministrationSlide 20 of 72
We need retrieval clues
UT System Administration
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Taxonomy – Content Types
UT System Administration Slide 22 of 72UT System Administration
Simplicity is a prerequisite for reliability.
- Dijkstra
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Reliability
– Common Definition
�Redundant hardware in dispersed data
centers
�Robust data storage
�Solid and tested backup and recovery
�SLA on uptime
�Security assurance
UT System AdministrationSlide 24 of 72
Reliability
– Less Common Definition�Clear and simple structure
�Clear and simple rules
�Accessible from any browser
� In-house Expertise and Assistance
�Replicated Test environment and desktop
deployment for developers.
UT System Administration
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Site for Sharing Decisions
UT System Administration Slide 26 of 72
Commitments
UT System Administration
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Plan and Then Do
�Policy enforcement is difficult
�Taxonomy is difficult
�Community has increased Responsibilities
�No schema
�Require training
UT System Administration Slide 28 of 72
Step 2 Commercialize
“Optimists enrich
the present,
enhance the
future, challenge
the improbable
and attain the
impossible.”
UT System Administration
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Commercialize
�Start with the business case
�Listen to the business needs
�Be willing to be flexible
�Assist the early adopters
�Demonstrate the possibilities
UT System AdministrationSlide 30 of 72
Commercialize�Templates for different parts
�General Templates
�Blogs Templates
�Starter Site
�Adding Web Parts
�Team Calendar
�Outlook and Office Links
�Mini-CalendarUT System Administration
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General Templates
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Blog Templates
UT System Administration
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Blog Templates
UT System AdministrationSlide 34 of 72
Starter Web Site
UT System Administration
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Team
Calendar
Web Part
UT System AdministrationSlide 36 of 72
Outlook and
Office Links
UT System Administration
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Mini-Calendar
Web
Part
UT System AdministrationSlide 38 of 72
Commercialize
�Exemplar site creation
�Early and eager Adopters
�Different Business Needs
�Pushing the Limits
UT System Administration
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IT site – Intranet focus
UT System AdministrationSlide 40 of 72
Policy Office – Workflow Focus
UT System Administration
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Board of Regents – Doc Focus
UT System AdministrationSlide 42 of 72
OFPC – Design Focus
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Federal Relations – Issue Tracking
UT System AdministrationSlide 44 of 72
Accessibility – Collaboration
UT System Administration
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Commercialize
�Adoption / Awareness
�Splash Events
�Training
�Labs / User Groups
UT System AdministrationSlide 46 of 72
Splash Events�Elevator Posters
�Town Hall
�“Easter Egg” hunt
�Ten@Elevens – featuring testamonials
� Integrate with other events�Can good drive
�Volunteer work projects
�Health Initiatives
UT System Administration
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Training� Startup training by Outside Specialists – 36
Site Admins for 3 days each
�CBT for on-demand support
�Purchase IP for manuals
�3 Level Training – June thru August
�Weekly Intro for end users – 90 minutes
�Weekly Hands-on for end users – 4 hours
�Bi-weekly Hands-on for site admins – 8 hours
UT System AdministrationSlide 48 of 72
Training
�Ten@Elevens – 10 minute Webinars
weekly
� Introduction for Department Heads
�Traveling to remote sites
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Labs and User Groups
�Meet regularly
�Demonstration
�Hands-on
�Highlight successes
�Discussion of the “politics”
UT System AdministrationSlide 50 of 72
Commercialize
�Walking the line between usability and
reliability
�Understanding Content Types allows for
this step
�SharePoint Designer is a key piece of your
tool set – but it can be too powerful
UT System Administration
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Step 3 Integrate
“Marches alone
won't bring
integration
when human
respect is
disintegratin’ ”
UT System AdministrationSlide 52 of 72
Integrate
�Create a hub
�Expand Access
UT System Administration
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Create a Hub
UT System Administration
SharePoint
Outlook
(Colligo)FileNet
Business
Data
Forms
Workflows
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FileNet
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FileNet Search
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Outlook
Drag and Drop
Email to
SharePoint
Libraries
UT System Administration
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Forms – SharePoint Designer
�Email Only
�Leave Request
�Forms and Tasks
�Network Access Request
�Software Request
�Web Site Request
�SharePoint Site Request
UT System Administration Slide 58 of 72
Network
Access
Request Form
Department
Contact ->
Department
Head ->
Help Desk
UT System Administration
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Purchase
Request
Form
Requestor ->
Approver ->
Purchaser
UT System AdministrationSlide 60 of 72
Business Data
�Employee and Organizational information
�Roles and Responsibilities
�Signature Authority
�Budgeting Requirements
UT System Administration
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Business Data
UT System AdministrationSlide 62 of 72
Business Data
UT System Administration
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Expand Access
�Shibboleth access from the UT System
Campus
� Includes Protect Network IDs for non-UT
�Push RSS feeds
�Push Alerts – PDA access
�Open to the Internet
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Integrate
�Drive people to SharePoint
�Make SharePoint an “add-on”
�Make SharePoint part of the Records
Retention Plan
UT System Administration
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What is it like living in
SharePoint…
�Flexible – can live in Outlook
�Too flexible – too many ways to do the same thing
�Just/almost/not quite work
�Every day is a surprise
�Time “fiddling” to make the “sale”
� Square peg in a round hole
UT System AdministrationSlide 66 of 72
What is it like living in
SharePoint…
�Not like supporting Word/Excel/PPT
�Old habits die hard
� Inspiration from your customers
�Feel more organized – but counting on a
few “next steps”
UT System Administration
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Lessons Learned�People don’t take you
seriously
�Freedom to Fail
�Wasted Money
�Governance Committee
Understanding
� Improvement with OCS
UT System AdministrationSlide 68 of 72
Lessons Learned
�Go to the Blogs
�Start as simple as you can sell
�Completely incomprehensible error
messages
�Buy-in of early adopters
�Focus on problems, not recreation
�Make sure the “Killer App” doesn’t kill youUT System Administration
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Lessons Learned
�Content Types
need an example –
Email!
�Records Center is
another project
�Fear is in the management
�Eat your own dog food
UT System Administration Slide 70 of 72
Lessons Learned
�The Policy portion is the real “killer” app
�People can go overboard
�My Site with Legal Review
�Training on Info Path and SharePoint
Designer
�Plan to add staff to assist in site design
UT System Administration
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Lessons Learned�Time to deliver
�Learning curve
�Ability to assist
�Creating the “vision
thing”
�Fear mongering and
other no-nos
UT System Administration Slide 72 of 72
Q&A
Sheila Ochner [email protected]
UT System Administration