Governing SharePoint

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Do you have a SharePoint environment that has grown over time with no rules? Do you know what’s in your SharePoint environment? Do you know how people are using SharePoint? If the answer is no, come hear how the City of Bellevue’s SharePoint environment went from the Wild West to a governed system for communication, collaboration, and content management through the use of focus groups and end user driven design.

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Governing SharePoint

  1. 1. #AIIM14  #AIIM14   #AIIM14   Wild  West  to  Civiliza.on-­‐   Governing  SharePoint   Megan  Sibbert   ECM  Business  Manager   City  of  Bellevue,  WA   @MeganSibbert  
  2. 2. #AIIM14   About  Bellevue,  WA   §  5th  Largest  City  in  Washington   State   §  130,000  Residents   §  140,000  Jobs  with  an   emphasis  on  High  Tech  &   Retail   §  31  Sq.  Miles   §  1,500  City  Employees  in  over   20  faciliPes  
  3. 3. #AIIM14   In  the  Beginning…   2005-­‐2007   2008-­‐2010   SharePoint  2003   SharePoint  2007   •  Used  as  City  Intranet     •  Incremental  Training  with   limited  effecPveness   •  Technology  Upgrade  to  SP   2007   •  Training  provided  on  new   features   •  Both  adopPon  AND  user   frustraPon  increased  
  4. 4. #AIIM14   SP  2010  Project  Drivers   §  Use  Current  Technology   §  User  FrustraPon   §  OrganizaPonal  ECM  Analysis  
  5. 5. #AIIM14   Main  Technology  Used   §  SharePoint  2010   §  Gimmalso]  Compliance  Suite  for  Records   Management   §  FAST  search    
  6. 6. #AIIM14   Step  1-­‐  Focus  Groups   §  7  Focus  Groups  (June  2012)   §  Common  Themes   §  Not  enough  training   §  Search  doesn’t  work   §  No  consistency  or  standardizaPon     §  Lots  of  old  unused  or  abandoned  content  
  7. 7. #AIIM14   SharePoint’s  Last  Chance   §  One  final  shot  to  get  SharePoint  right   §  Overarching  theme  for  the  project  was…  
  8. 8. #AIIM14   Step  2-­‐  Inventory  Sites   §  What  sites  exist   §  Who  do  they  belong  to   §  What  is  the  purpose  for  each  site   §  Owners  need  to  decide-­‐  Migrate,  Archive,   Delete  
  9. 9. #AIIM14   Inventory  Results   §  3  main  purposes   §  Department   CommunicaPon  Sites   §  Team  CollaboraPon  Sites   §  Project  Sites   *Approximately  77%  Migrated,  20%   Deleted,  3%  Archived  
  10. 10. #AIIM14   Step  3-­‐  Business  User  Team   §  RepresentaPves  from  a  variety  of   departments  to  parPcipate  in  the  iteraPve   design  process   §  Reviewed  wire  frame  design   §  Provided  feedback  as  the  project  moved  forward    
  11. 11. #AIIM14   Step  4-­‐  Policy   §  Minimum  Metadata  Standards  for  ALL  content   types   §  Strategy  for  Non-­‐Records   §  Constraints  of  SharePoint   §  Ongoing  governance    
  12. 12. #AIIM14   Step  5-­‐  Training   §  160  Site  Owners  went  through  a  6  hour   Training  seminar   §  750  end  users  aiended  1  ½    hour  overview     §  Detailed  “SharePoint  2010  Resource  Site”  with   recorded  training  Pps,  documentaPon,  and   other  end  user  support  materials    
  13. 13. #AIIM14   Step  6-­‐  Rollout  Support   §  Open  Training  Lab     §  “Blue  Shirt”  Team    
  14. 14. #AIIM14   Finally…   §  Ongoing  follow  up  and  communicaPon   §  Ongoing  Training  opportuniPes   §  Site  AudiPng   §  Ongoing  teams   §  SharePoint  Governance  Commiiee   §  SharePoint  User  Team   §  SharePoint  Technical  Team  
  15. 15. #AIIM14   Ques.ons     ????   Megan  Sibbert   @MeganSibbert   MSibbert@bellevuewa.gov  
  16. 16. www.aiim.org/infochaos   Do  YOU  understand  the  business     challenge  of  the  next  10  years?   This  ebook  from  AIIM  President   John  Mancini  explains.  

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