UT System Administration€¦ · Wikis Findability Integration with Outlook Slide 15of 72 Lay out a...

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


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�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


�MOSS (SharePoint)

�Phase 1 – Design

� 8 months

� 4 FTE

�Phase 2 - Adoption (current)

� 12 months

� 6 FTE

�Phase 3 – Support – Ongoing – 2010?


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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

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“It pays to plan

ahead. It

wasn’t raining

when Noah

built the ark.”


Step 1Plan and then do

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Plan and then do

�Governance

�Taxonomy

�Reliability


“ Expect the best, plan for the worst and

prepare to be surprised.”


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Background, Goals, Success


Wiki for Collaboration


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Hierarchy Design


Make the Case


Collaboration

Submittal

Workflows

Records Management

Discussion threads

Wikis

Findability

Integration with

Outlook

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Lay out a vision


(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


“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


�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


We need retrieval clues


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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


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.


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Site for Sharing Decisions


Commitments


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Plan and Then Do

�Policy enforcement is difficult

�Taxonomy is difficult

�Community has increased Responsibilities

�No schema

�Require training


Step 2 Commercialize

“Optimists enrich

the present,

enhance the

future, challenge

the improbable

and attain the

impossible.”


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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


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


Blog Templates


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Blog Templates


Starter Web Site


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Team

Calendar

Web Part


Outlook and

Office Links


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Mini-Calendar

Web

Part


Commercialize

�Exemplar site creation

�Early and eager Adopters

�Different Business Needs

�Pushing the Limits


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IT site – Intranet focus


Policy Office – Workflow Focus


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Board of Regents – Doc Focus


OFPC – Design Focus


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Federal Relations – Issue Tracking


Accessibility – Collaboration


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Commercialize

�Adoption / Awareness

�Splash Events

�Training

�Labs / User Groups


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


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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


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”


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


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Step 3 Integrate

“Marches alone

won't bring

integration

when human

respect is

disintegratin’ ”


Integrate

�Create a hub

�Expand Access


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Create a Hub


SharePoint

Outlook

(Colligo)FileNet

Business

Data

Forms

Workflows

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FileNet


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FileNet Search


Outlook

Drag and Drop

Email to

SharePoint

Libraries


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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


Network

Access

Request Form

Department

Contact ->

Department

Head ->

Help Desk


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Purchase

Request

Form

Requestor ->

Approver ->

Purchaser


Business Data

�Employee and Organizational information

�Roles and Responsibilities

�Signature Authority

�Budgeting Requirements


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Business Data


Business Data


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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


Integrate

�Drive people to SharePoint

�Make SharePoint an “add-on”

�Make SharePoint part of the Records

Retention Plan


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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


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”


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Lessons Learned�People don’t take you

seriously

�Freedom to Fail

�Wasted Money

�Governance Committee

Understanding

� Improvement with OCS


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


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


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Lessons Learned�Time to deliver

�Learning curve

�Ability to assist

�Creating the “vision

thing”

�Fear mongering and

other no-nos


Q&A

Sheila Ochner [email protected]


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