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Enhancing Document Management at LCRA: SharePoint Implementation Case Study

Explore LCRA's successful journey from file shares to SharePoint My Site, driving adoption through strategic rollouts, governance, and training. Learn from lessons on communication, training, and team selection. Join us to discover the benefits and challenges of this transformative process.

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Enhancing Document Management at LCRA: SharePoint Implementation Case Study

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  1. Wind towers in West Texas Mansfield Dam floodgates Canyon of the Eagles Nature Park LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference

  2. Business Drivers • Consolidate 5 platforms • eDiscovery & Records Retention Policy • User Document Management & Collaboration

  3. Approach: Basic Strategy • Soft Rollout/Early Adopters • Managed / Gradual Implementation • Over-communicate to Middle Managers (especially Face to Face) • Utilize Super Users & established Communications channels

  4. Approach: Data Governance • My Sites to replace personal drive shares • Available storage: • Site quota = 500 MB • File size < 100MB • Vault items don’t count towards site quota • File types to avoid: • Access databases • Files with dependencies, e.g. linked spreadsheets • Media files • Source control • Files > 100MB

  5. How we “rolled(out)” training • Demos • Company wide meetings • Classroom • Training by request (1-1; dept) • Site visits • Open Houses

  6. VISIBLE Advocates Steering Committee Project / Change Management Managers & Supervisors SMEs

  7. As a Result of Involvement • Trust was reinforced between upper management and workers • Metrics were improving • Users were starting to understand capabilities

  8. Driving Adoption Summary • Active & Visible Sponsorship/Advocacy • Use Metrics • Make it a performance goal • Reward early adoption • Communication Vehicles • Training, Open Houses, Traveling shows, demos • Staff meetings, All Hands Meetings, etc. • Blogs • Lead by Example (Walk the Talk) • Use the tool • Show what’s in it for them

  9. Records Retention • Records management category review: from 100 to 10 • Three primary categories:

  10. Lessons Learned: Communication • Clarity on the Business Drivers • Why we migrated • Benefits to employee • Define a formal feedback process

  11. Lessons Learned: Training • Consider mandatory training • Underestimated the learning curve • More targeted training needed, i.e. save files, search sites

  12. Lessons Learned: Teams • Steering Committee – right level, right people • Select SME and super users who are engaged • Talking points – worked well when delivered and passed down

  13. Questions?

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