H065: Intranet Collaboration Using Microsoft SharePoint - PowerPoint PPT Presentation

H065: Intranet Collaboration Using Microsoft SharePoint

• Largest community college system in Missouri serving an area of about 700 square miles; created by area voters in 1962
• Three campuses (4th under construction) offering transfer, career and developmental programs, plus non-credit continuing education courses
• Four education centers
• Credit enrollment is about 32,500

• Richard Schumacher Manager, Electronic Communications Technology & Educational Support Services www.stlcc.edu
• Dr. Craig Klimczak Vice-Chancellor Technology & Educational Support Serviceswww.stlcc.edu

• College Websites in Transition
• Move to Unified Authentication
• College Intranet Development
• Portal Deployment Factors
• Scope, Requirements, Taxonomy, Governance
• Technical Design and Decisions
• SharePoint / MOSS Technology

• Existing public website has no focus, navigation, or understandable structure
• No consistency in look, style or organization
• Doesn’t reinforce College branding or marketing
• Reflects internal geo-political structure
• Content isn’t organized by audience
• Internal use only content mixed in with other content
• Content isn’t written for visitors point of view
• No workflow, review or style editing processes

• Existing Intranet has three “personalities” (caused by how it developed over time) and has limited utilization
• Most users don’t understand the difference between:
• Internal use vs. external use content
• Anonymous vs. authenticated access
• Mostly because the public site has historically mixed this all together and is still in this mixed state
• Doesn’t currently allow “at home” access

• Need to:
• Target audiences – providing them the specific content they need in an organized structure
• Use the Public Website to market the services of the College and reinforce image and branding
• Separate anonymous access content from information that requires authentication to access
• Create a “one stop shop” for authenticated content
• Personalize the delivery of authenticated content

• Public Website (www.stlcc.edu) will be replaced by a completely new site
• Focused on the needs of external constituents
• Markets the College and its services
• Unified look, style, navigation, and content workflows
• Reinforces image and branding, new marketing
• Utilizes Serena Collage WCMS

• 84.7% - Registration
• 82.4% - Student Resources
• 81.8% - Class Schedules
• 77.9% - Blackboard
• 60.3% - College Catalog
• 29.9% - can’t find what they are looking for

Ervin Marketing Report, May 2006

• Registration
• Hub for student news and communications
• Access to all programs and classes
• Class availability, times/room numbers, changes, grades
• Do everything online: pay for classes, get parking passes, books, “not have to go to the campus”

Ervin Marketing Report, May 2006

• 73% - accurate and timely information
• 70% - easy registration process
• 66% - ease of navigation
• 61% - descriptions of programs
• 55% - easy payment

Ervin Marketing Report, May 2006

• 92.3% - Faculty and Staff Resources
• 80.7% - email
• 77.8% - BannerWeb for staff
• 74.8% - Class schedules
• 72.6% - Outlook
• 71.1% - College information
• 69.6% - Libraries

Ervin Marketing Report, May 2006

• 58.9% - say content is old and outdated
• 48.6% - can’t find what they are looking for
• 45.8% - information not consistent from campus to campus
• 35.5% - say catalog is not searchable(it’s a searchable pdf)
• 30.8% - say the search engine is inadequate to “meet my needs”

Ervin Marketing Report, May 2006

• Content is difficult to find
• Search does not work
• Browse is not intuitive
• Too many documents and folders that aren’t of value

Zach Wall, ppc.com

Millennium Communications

Millennium Communications

• The Public Website becomes a marketing tool
• The College is making a formal distinction between internal-use and external-use content
• Content of value on the existing public website that is not part of the new public website needs a new home:
• Users (faculty and staff websites) web server
• Redesigned Intranet
• Learning Management System (BlackBoard)

• Each of the College’s support systems currently has its own unique user login database (network, library databases, ERP-Banner, LMS-Blackboard, and many more)
• College faculty and staff tend to think of them as unrelated independent stand-alone systems – therefore they think the College’s public site home page should be covered in separate login buttons for each system

• Until recently, network and email login was a confusing assortment of over 60 domains and workgroups – this was unified for the business side of the house as a single AD 2003 domain
• Student credentials are coming soon, and will be part of the same AD domain
• Lab and student resources will need to be moved into the new network structure to take advantage of student credentials

• Existing systems need to be migrated to use the College’s AD authentication
• New systems, like student email (deployed as Microsoft Live @ edu), with use the AD IDs
• All authentications, and credential support (like password resets), will use the same master login screen – this becomes the single point of entry, which will be branded my.stlcc.edu

Millennium Communications

• The single point of entry for College systems that require authentication
• Replaces and expands the College’s Intranet
• A big cultural change – transition for faculty and staff who believe each system needs its own separate login button and login screen
• The login drops them onto a portal page that personalizes the experience to the user category or even the specific user

• Intranets provide content that only “inside” members of your organization may access
• This means these users must first authenticate to access content
• For educational institutions, we have two main types of “insiders”:
• Employees – faculty, staff, administrators, board
• Students

• Initial goals and deployments
• Basic best development practices
• Basic document management
• Responding to user expectations
• Re-alignment to new needs, objectives & goals
• Cultural change through managing behaviors

CBIL 1999

• Leadership Sponsor
• Project Leader
• Content and Process Experts
• Content and Process Owners
• Editorial (includes categorize, index and archive)
• Creative and Design
• Quality Assurance and Compliance
• Technical (web, application, product, database)

• Initial Intranet focus was on employees
• No central repository of key documents or information
• Information not easily found
• Information was needed to support better decision making
• Information was not being reviewed in a timely manner

CBIL 1999

• The success of the CBIL Intranet led to the deployment of a College-wide Intranet which initially consisted of two parts:
• Static html Intranet website reflecting the “org chart” geo-political structure of the College
• SharePoint 2001 Portal for document management
• Internal-only access due to confidentiality concerns on content

• No centralized authentication – over 60 non-trusting domains, workgroups & NDS trees
• Login by the same domain used for email
• Varied levels of participation interest
• Difficulty explaining the need to/how to login
• Not all College internal systems/data sources were represented
• Heavy reliance on paper and paper triggers

• Developed as a “one stop site” – one place with links to all the major College data systems
• Branding to remove “intranet” confusion
• DNS resolution, http://collegeweb.stlcc.edu
• Internal name resolution only
• New single-forest, single domain structure eliminated login confusion, misunderstanding

• Access to existing formal information systems
• Heavily used informal tools or information
• Usually dealing with document management
• Usually ignored by formal IT departments
• How staff collaborate now
• Shared Excel spreadsheets or Access databases
• Manual (paper) forms – paper newsletters, memos
• Too many email attachments

• Location for all things requiring authentication
• New audience – Students
• Enable access through the Internet
• Personal workspaces
• Leverage lessons learned, user requests, and what is and isn’t used in the old system
• New solutions

• Information access
• Document management
• Organizational communications
• Collaborative workspaces
• Electronic forms
• System performance indicators
• Key Performance Indicators

• Multiple divisions and departments with different operating styles and goals
• Need to securely share and backup documents
• Some faculty and staff use non-College computers and require clientless deployment
• Has to be obvious and easy to use

• Communication and Collaboration
• Higher utilization of “organizational knowledge”
• Making important documents easy to find
• Manage each and every student experience better, and in a personalized manner
• Create a structure reinforcing business processes
• Reinforce “One College”

• An effective portal transforms Organizational Knowledge
• It’s online in a structure (not scattered about in email attachments, or on various LAN or local hard drives, or on CDs somewhere in a desk) – this ensures “role” based information is available and preserved
• “Who” and “what” becomes easily available through a search

• People – 30%
• Organizational dynamics, management support and leadership, ownership and accountability, trust, sharing valued, time and turnover
• Process – 30%
• Unclear goals or processes, changing needs and objectives, lack of incentives, lack of funding
• Training – 20%
• Growing skills in, and understanding of, Knowledge Management
• Technology – 20%

Ronald Simmons, FAA

Ronald Simmons, FAA

• Establish ownership and direct involvement
• Identify and act on known user “pain points”
• Create functional roles
• Empower users and business units
• Allow personalization
• Create feedback channels
• Accommodate both “browsers” and “searchers”

• Easy to use, self-service
• Information – Accurate – Essential – Reliable – RelevantInteresting – New – Dynamic – TimelyTrusted – Unduplicated – Findable
• Ability to access and organize their documents, from anywhere
• Be told when there is something they need to know about or act upon

• Clear Vision, Goals and Objectives
• Aligned with Business Processes
• Prioritize Content and Functionality
• Maintain Effective Governance
• Establish Standards and Guidance
• Consistent “look and feel”
• Don’t have multiple portals / websites

• Accommodate varied learning styles
• Provide self-service learning opportunities
• Delivery options
• Instructor led sessions
• Online eLearning (Adobe Presenter)
• Printable Documentation
• Online Help
• Online Tips

• Scope Document
• Communicates what the project will and will not do
• Sets user expectations and may limit scope creep
• Creates excitement for the project
• Needs to be accessible to your audiences
• Scope is extended and refined over project cycles

• Identifies a target group
• Limits scope to something achievable in a reasonable timeframe
• Serves as a demo and marketing tool
• Drives further requirements gathering

• Create a solid foundation that can fluidly and effectively evolve into the future
• You need to start with an overall plan – not “throw up a couple of department sites” and “see what happens”
• Figure out what needs to go in your main portal and follow that up with business process sites
• Involve all four factors
• People, Process, Training, Technology

• Document management
• Forms management
• Contact management
• “Browse” navigation
• Decision support
• Executive dashboards
• Key Performance Indicators
• Business Intelligence
• Collaborative Workspaces
• Meetings
• Projects and programs
• Discussions
• Subscriptions
• Search
• Links to other information resources

• Essential Components
• About, Help, Search, Real Contacts, A-Z Index, FAQs
• Navigation alternatives: by role, topic, product/service
• eLearning and online training documentation
• College systems by your role (webpart)
• Popular Topics (webpart)
• General and Personalized News (webpart)
• General and Personalized Alerts (webpart)

• Banner (full version)
• Banner Self-Service
• Blackboard
• Hyperion (decision support)
• Outlook Web Access (email)
• Library databases
• Employee help desk

• Banner Self-Service
• Blackboard
• @my.stlcc.edu Webmail
• Library databases
• Financial transactions
• Student help desk (?)

• Taxonomy (categorization) and metadata (data about data) are the primary means to provide structure to unstructured information
• It creates ordered groups, categories or hierarchies
• This is how users will find content
• Taxonomy is often accomplished by applying metadata to documents

• How users try to do it
• Document type
• Organizational
• Methods that add value
• Functional (organized by process)
• Subject oriented (organized by topic)
• Facet based (organized into multiple taxonomies by unique characteristics - very expensive)

• Provides structure to unstructured content
• Organizes together content from multiple sources
• Some users never search; and in many cases search isn’t as effective as structure
• Allows users to find the content they need in a way that makes sense to them

• Organizations design overly complex taxonomies and metadata strategies:
• Too deep and too wide
• Too much jargon
• Too many fields
• Too many pick options
• Too much variation
• Regardless of training, education, threats, or enticements, many users will not provide effective Metadata
• Even the “best” content contributors typically won’t exceed a certain effort threshold
• Dilution Factor: The poor work of some devalues the good work of others

Zach Wall, ppc.com

Zach Wall, ppc.com

Zach Wall, ppc.com

• Ownership and areas of responsibility
• Modifications to the core navigation
• Web part gallery additions / modifications
• Portal-wide standards

• “Look and feel”
• Style
• Structure
• Metadata
• Document types
• Navigation
• Coding
• Security

• File Plan
• Comprehensive collection of policies, processes, and guidelines for creating, storing, and managing records
• Describes the types of documents that you define as official business records
• Retention schedule
• Process for placing “holds” on records to delay their destruction
• Monitoring and reporting the handling of records

Student accesses assignment via Assignment List Web Part

Teacher uploads learning resource into extended document library

Student attempts assignment

Teacher assigns learning resource

Student submits assignment

Teacher accesses assignment via Assignment List Web Part

Teacher reviews, grades, and returns assignment

• Roadmap the project process and progress
• Place all development documents online
• Create meaningful two-way communication
• Incorporate feedback forms and surveys intothe system
• Document decisions
• Place all feedback online

• Make sure it answers “What’s in it for me?”
• Important activities are usually business process aligned
• Provide varied training delivery models
• One-on-one meetings
• Instructor led sessions
• Documentation
• eLearning Tutorials
• Context Sensitive Help

• Users will be averse to moving away from their existing ways of storing and finding information
• Organizational to Topical
• Secure access to more Open access
• Content owners will fear losing control of their content
• Content managers will fear losing their “role”

Zach Wall, ppc.com

Business Applications

(Banner, Blackboard, Librarydatabases, data warehouse, Help Desk, many more)

Extranet

Internet

Enterprise

Division

Team

Individual

Business Intelligence

Communications and Collaboration

Enterprise Content Management

Collaborative Workspaces and Portals

Learning Management

Messaging

Web Conferencing

Search

Performance Management

Reporting and Analysis

Data

Warehousing

Document Management

Enterprise Records Management

Web Content

Management

Forms

Enterprise

Work Environment

Team

Productivity

• Team Sites
• Web Parts
• Basic Search
• Alerts/Notifications
• Security Trimming
• Versioning
• CentralizedAdministration

• Portal / MySites
• Enterprise Search
• Content Management
• Records Repository
• Workflow Templates
• Forms Server *
• Excel Services *
• Business Data *Catalog

• Document Collaboration
• Meeting Workspace
• Document, Picture, and Form Libraries

Collaboration

DiscussionsCalendarsE-MailPresenceProject MgtOffline

Content Mgt

AuthoringApprovalWeb PublishingPolicy & AuditingRights MgtRetentionMulti-LingualStaging

Portal

MySitesTargetingPeople Finding

Social NetworkingPrivacyProfiles

Site Directory

Search

IndexingRelevanceMetadataAlertsCustomizable UX

BPM

Rich\Web FormsBiz Data CatalogData in ListsLOB ActionsSingle Sign-OnBizTalk Integ.

BI

Excel ServicesReport Center

KPIsDashboardsSQL RS\AS Integ.

Data Con. Library

Core Services

Management

DelegationProvisioningMonitoringStaging

Security

Rights\RolesPluggable Auth.Per ItemRights Trimming

Storage

RepositoryMetadataVersioningBackup

Topology

Config. Mgmt.Farm ServicesFeature PolicyExtranet

Site Model

RenderingTemplatesNavigationVisual Blueprint

APIs

Fields\Forms OM and SOAPEventsDeployment

Web Parts | Personalization | Master Pages | Provider Framework (Navigation, Security…)

Database services

Search services

Workflow services

Operating System Services

• SharePoint Server 2007 is a collection of Web-based tools that make it easy to collaborate on projects
• The tools consist mostly of pre-designed Web sites that teams or individuals use to store information and collaborate with others
• The sites come with content authoring tools for site owners and members
• The sites use Web conventions—access through a browser, linked information, images as well as text—to create a fast and easy method of collaborating
• The sites create a single point from which information can be shared

• Customizable templates create the Web sites
• A variety of purpose-built templates are available:Team Site, Document Workspace, Meeting Workspace, Blog, Wiki Site
• Each site comes with a number of Web Parts
• Web Parts are content “containers” used to display information on a site
• Site members can use Web Parts to arrange text, related links, calendars, images, document libraries, other Web pages, and more
• Each site has a Web Parts Gallery from which additional Web Parts may be added

Site ActionsShow common commands for the site.

TabsDisplay subsites and link to them.

AnnouncementsPost messages on the home page of the site.

Document LibraryContain and display team documents.

Quick LaunchList key site pages on this navigation menu.

LinksPost links of interest tosite members.

CalendarDisplay important dates and events.

People and GroupsControl who can access your site and what content they can view and edit.

Recycle Bin

Restore or permanently remove deleted items.

• My Site is used to store files and collaborate with students and co-workers online
• My Sites have public and private pages
• SharePoint Readers can search for the user’s site in the Portal
• Use the public page (called the “My Profile” page) to share files and information with students and co-workers
• Public section is viewable to all authenticated users
• Use the private page (called the “My Home” page) to store files and information that only you can access

Tabs

Click tabs to access the public and private pages of your site.

Site Actions Menu

Add content, edit page, or change site settings.

As Seen By List

Restrict what others can see, and then preview your My Profiles page as others see it.

My Information

Edit your profile page.

Left Navigation Menu

(Quick Launch)

Get quick access to your site content.

My Home PageYour private page. Stores files and content for your use. This content is not publicly displayed.

My Profile PageYour public page. Displays information about you and your work to students and coworkers.

• All sites come with permission options
• The default setting prevents anyone from accessing the site
• A site owner must give specific users and specific groups access to the site
• Site owners either add users to existing permission groups, or give specific permissions to specific users
• By default, there are three groups used for allowing access to a site: Visitor, Member, and Owner. When you add a user to one of these groups, the user is given the permission level associated with the group.

There are three ways to navigate: the left navigation menu (Quick Launch), tabs, and a “bread crumb” trail.

• The left navigation menu is customizable, so its appearance varies from site to site. In most cases, the pages on a site will be listed on its left navigation menu.

• Tabs across the top of the main window can also be used for navigation. A Home tab always appears. As subsites are created, new tabs generally appear for them, though this appearance is optional.

• A “bread crumb” trail is a series of links indicating your location on a site. In addition to showing location, bread crumbs offer links to locations between you and the parent site. Bread crumbs appear below the tabs, in the upper-left portion of the main window.

Create a Unique Look for Your Site with an ImageWeb Part

Display Other Contenton Your Site including shared documents, partner names, alerts, RSS feeds, and more to aid collaboration with others

CustomizeAnnouncementson Your Site to create a better experience for your readers

Display a Microsoft® Office document on Your Site to immediately share information with users

Customize Your Left Navigation Menu by adding or removing site links

• InfoPath 2007 is used to create custom forms or convert existing Microsoft Office Word 2007 documents to forms
• InfoPath forms are distributed using Outlook 2007 or SharePoint Server 2007, or may be published on the Office Forms Server
• Recipients of forms can complete and submit them electronically even if they don’t have InfoPath 2007 installed
• Office Forms Server 2007 provides
• Browser-based forms (common browsers, Windows & OS X)
• Centralized forms management
• “Design Once” development model
• Form-based workflows

• View and edit SharePoint 2007 content in Outlook 2007, even when offline

• RSS (Really Simple Syndication) is a method of publishing and distributing content on the Web
• When you subscribe to an RSS feed – also known as a news feed – you receive an update every time the publisher releases new content
• Content stored in any site list or library can be distributed through RSS – you can use a Document Library, Picture Library, Task List, Contact List, Calendar, or Discussion Board

• Connect to unstructured & structured information
• Single solution for sites, shares, team sites, public folders
• LOB system search with the Business Data Catalog
• Easy-to-use syntax and filters for refining search queries

Business Applications

• Identify people with knowledge and experience
• People Search results grouped by social distance
• Auto-populated personal profiles
• Customizable “My Site” portals

People and Expertise

• Manage & secure your search solutions
• Relevance tuning using Authoritative Sites
• Out-of-the-box reporting and analytics
• Customizable query-time security trimming

Managementand Policy

• Deploy search as an infrastructure investment
• Desktop and business application integration
• Customizable query and results experience

Integration

Excel 2007

Excel 2007client

Customapplications

Thin renderingin browser

View and Interact

Author and Publish Spreadsheets

Open Spreadsheet/Snapshot

Web ServicesAccess

Authoring

Exploration and Consumption

• Excel spreadsheet web publishing
• Excel services BI
• Business data catalog and web parts
• Report Center
• Key Performance Indicators
• Filter Web Parts

Servers 1 & 2:

Content Sites

SSP

SSP admin site

Shared services (-)

Shared web services

Server 3

SSP

Shared service (Index)

Shared service (Excel)

Shared web services (Excel)

Shared web services

Central Admin

Server 4 & 5

All databases

Physical

Logical

Load balanced servers:

Web front endApplications (-)

Application server (Index)

Applications (-)

Clustered SQL server

Query

Results

Query OM and Web Service

Query Engine

Ranking

OOB Search UI/Custom Search Apps

Keywords

Stemmers

ContentIndex

Best Bets

Word Breakers

Search Configuration Data

Schema

Scopes

Crawl Log

Index Engine

ContentSources

ExternalWeb Sites

SharePointSites

NetworkShares

ExchangeFolders

BusinessData

…

Content

ProtocolHandlers

iFilters

• Microsoft Office 2003/2007
• Microsoft Exchange 2003
• Microsoft Office SharePoint Server 2007
• Microsoft SQL Server 2005
• Microsoft Office Forms Server 2007
• Adobe Presenter 6.0 (Macromedia Breeze)

• Business needs drive the implementation (ROI)
• What are the business goals?
• What do you expect to achieve?
• How will you measure success?
• Plan before you deploy – address all four factors:People, Process, Training, Technology
• SharePoint is all about document collaboration – remember that some people don’t like to share
• Your IT department likely doesn’t understand taxonomies and cultural change management – don’t expect them to be the experts on how those impact SharePoint or portals

• This slide deck is available at http://www.stlcc.edu/presentations/
• Email us at:
• rschumacher@stlcc.edu
• cklimczak@stlcc.edu