The document summarizes the 3 phase process of building a digital workplace for a university. Phase 1 discusses the outdated previous intranet system with inconsistent information and lack of resources. Phase 2 details the development of the new digital workplace called MyUSC, which included user-centered design, staff engagement, and an emphasis on content, communication, and collaboration. Phase 3 discusses the implementation of MyUSC through marketing, defining roles, and examples of changes like consolidating over 500 forms. The overall goal was to create an effective digital workplace that improved information management and aligned with university strategies.

1. Building a Digital Workplace
for a University
Chelsea Harper
University of the Sunshine Coast

2. From Staff Portal to Digital Workplace in three phases:
1. Before the Digital Workplace
2. Development of the Digital Workplace
3. Implementation (MyUSC)
Overview

4. Phase 1: Before the Digital Workplace

5. Outdated content
No digital
collaboration
Inconsistent
information
behaviours
No resourcing for
internal intranet
No information
governance
Duplication
of content
Once upon a time…

6. USC Staff Portal

7. Organised by Cost Centre No search
No collaboration Various levels of adoption
USC Staff Portal
(Blackboard)

8. Image of Information Management folder

10. Information Management

11. Information Management
Action Plans
(annual)
Information Management
Strategy
Vision: a culture where information is created,
managed, used and shared effectively to
advance the University’s strategic priorities.
Our information…
…resources are managed as valuable assets
…management initiatives and investments align with and support our
strategic priorities
…initiatives are suitably resourced and planned and implemented to
leverage existing infrastructure/systems where possible
…is easy to find, access and use
…is created, collected and organised in a manner that ensures its
integrity, quality and security
…is managed in accordance with internal policy and external
regulatory requirements.
…management roles and responsibilities are clearly defined
Information
Asset Audit
Portal
Review
Project

12. Portal Review Project
History understood
(and put to bed)
Information
environment
understood
Functional
requirements
Technology
review
User-Centered Design

13. User-Centered Design

14. Phase 2: Digital Workplace

15. Our digital workplace is a productive business environment helping staff to
do their jobs. It supports a University wide culture where information is
created, managed, used and shared effectively to advance the University’s
strategic priorities.
Digital Workplace
Intranet
MyUSC
Team sites
Course
Management
System
Workflows DW/BI
Now Later

16. Content Communication Collaboration Culture Activity Governance
A user-centred
design that
meets staff
needs
A user-centred
information
architecture that
brings together
key information
Effective search
functionality
across internal
information
Trusted
information
source
An internal staff
communication
channel
Connecting staff
with
collaboration
tools
A design that
promotes a
culture of
information
sharing
A design that
connects staff
with required
systems and
business
processes
A design that
has a clearly
defined
purpose, strong
governance, and
aligns with the
Information
Management
Strategy

17. Staff Engagement

18. User (User Group)
Content (Content Working Group)
Collaboration & Biz Tools
UI Design
Change Management

19. Representative
participation in user
and/or content
working groups
Voting for a
name
“Writing for
the Intranet”
training
Ad-hoc staff
meetings
In-person
consultations
Voting for a
design
(colour)

20. Vote for a
name

21. Vote for a
design
(colour)

22. Phase 3: Implementation

23. Roles
Business Support Team
User
Champions
Content
Authors
News &
Events
Authors
End Users

24. Marketing

25. Introducing MyUSC

26. Big Changes
Search In your face
Info by user
requirement
not by area
Resourcing Social
Governance
Single source
of truth
Training Shared content
Thought put
into the
words/copy
Analytics
Change to
internal
communication
Group
ownership
… and a bit of
LOVE

27. Example change: FORMS
BEFORE
Information asset audit identified:
• 500+ register entries
• 100+ duplicate copies
• 400+ unique forms
• Organised by form owner

28. Example change: FORMS

29. Post-launch plans
User Champions &
User Group
Move towards
system
integration
Content
re-alignment
Student intranet Team sites
Single sign-on

30. Alignment with IM principles
Our information… resources are managed as valuable assets
management initiatives and investments align with and support our
strategic priorities
initiatives are suitably resourced and planned and implemented to
leverage existing infrastructure/systems where possible
is easy to find, access and use
is created, collected and organised in a manner that ensures its integrity,
quality and security
is managed in accordance with internal policy and external regulatory
requirements
management roles and responsibilities are clearly defined

31. Questions?

32. Contact
Chelsea Harper
Information Officer – Strategy
charper@usc.edu.au