Making Government Collaboration Work: 5 Out of The Box solutions to common problems

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The ‘best practice’ roadmap for user adoption in non-governmental organizations need not apply when SharePoint is being deployed within the government. First, you can’t give anything away free, second …

The ‘best practice’ roadmap for user adoption in non-governmental organizations need not apply when SharePoint is being deployed within the government. First, you can’t give anything away free, second there is a stronger aversion to change, and third, well it’s Washington you know how things work! In this session we will discuss the working structure of government personnel, the top 5 out of the box (OOTB) solutions to engage users, and a proven methodology for implementing SharePoint.

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  • Description of presentation
  • Collaboration – not understanding business proccessesEarly adoption for the wrong reasonsLack of understanding of the technology/lack of time to focus on process
  • Senior Level LeadershipSummaries, strategy, high-level objectives and goals, Security, Business Value, Address RiskDirector/LeadershipReporting, objectives, metrics, tasks and goals,Management by ExceptionManager/ChiefReporting, gathering metrics, ‘path to result’, project logistics, Roll-Up,, CommunicationStaffProject tasks, timelines, Productivity, Control, FlexibilityAdministratorPossible linch-pin, purchasing, repetitve tasksContractorProject tasks, timelines, reporting
  • Hierarchical, repeatable
  • how to name document libraries and create organization within a sitePower user, not developer

Transcript

  • 1. Making Government Collaboration Stick:
    Out of the box solutions for common issues
  • 2. The ‘best practice’ roadmap for user adoption in non-governmental organizations need not apply when SharePoint is being deployed within the government. First, you can’t give anything away free, second there is a stronger aversion to change, and third, well it’s Washington you know how things work! In this session we will discuss the working structure of government personnel, the top 5 out of the box (OOTB) solutions to engage users, and a proven methodology for implementing SharePoint.
  • 3. Who Am I?
    Adam Levithan, MBA
    Senior Consultant & Trainer
    LCG Systems, Inc.
    Project Management and Collaboration Practice
    adam.levithan@lcgsystems.com
    Blog – www.levithan.com
    LinkedIn – adam@atruewind.com
  • 4. QUESTIONS
    Agenda
    Context of Governmental Collaboration
    Top 5 Out of the Box Solutions
    5. ?
    4. ?
    3. ?
    2. ?
    1. ?
    Collaboration Methodology
  • 5. Out of the Box (OOTB) = Microsoft Office SharePoint Server (MOSS)/SharePoint 2007
    Definition: SharePoint
  • 6. Definition: Collaboration
    Collaboration is a recursive process where two or more people or organizations work together toward an intersection of common goals… that is creative in nature - by sharing knowledge, learning and building consensus.
    - Wikipedia
    With Technology –
    A single destination for creating, storing and sharing information and documents. Users will be able to review documents, discuss ideas, coordinate schedules and build valuable content.
  • 7. Standard Adoption
    “Business Needs Driven”
    Sponsored strategy from leadership
    Well Communicated Strategy, Benefits, and Technology Offering
    Consistency, Standards, Branding, Usage Policies
    Available Training and Support
  • 8. Government Adoption
    Technology
    Accessibility (Section 508)
    Security
    System Variations
    Who owns SharePoint in my environment?
  • 9. Government Adoption
    Culture
    Is collaboration required to do my work?
    Generations of workers
    Control of institutional knowledge
    Adoption
  • 10. Government Adoption
    Policy
    Sensitive and Personally Identifiable Information (SI/PII)
    Compliance
    Access
    Management
    Certification & Accreditation
    Data classification
  • 11. Government Organization
    Less
    Administrators
    Information Detail
    More
    Contractors
  • 12. Power to Collaborate
    Admin.
    Master of repetitive processes
    Create Positive Environment
    Leaders
    Staff
    Experience value, create momentum
  • 13. TOP 5 OOTB SOLUTIONS
  • 14. Issue
    Continuously changing documentation requirements
    Repetitive copies
    “Findability”
    Solution
    Content Types
    Centralized Template Library
    5. Document Templates
    Template
    Meta Data
    Workflow
    Information Management
  • 15. Document Template
    DEMO
  • 16. 4. Meeting Agenda
    Issue
    Creation of low use documentation
    Accountability and tracking of tasks
    Documenting required lifecycle milestones
    Solution
    Individual Task Assignment
    Up-to-date Reporting
    Views
  • 17. Meeting Agenda
    DEMO
  • 18. 3. Project Management Lite
    Issue
    Distributed information throughout e-mail and network drives
    Understanding project health
    Solution
    Common meta data across types of information
    Single point to access all information
  • 19. Project Management Lite
    DEMO
  • 20. 2. Process Automation
    Issue
    Identifying the Approved Version
    Paper Processing Bottlenecks
    Accountability
    Green computing Compliance
    Solution
    One click built-in automation
    Paperless
  • 21. Process Automation
    DEMO
  • 22. 1. Standardize Templates
    Issue
    Lack of common framework
    Manageability of information
    Solution
    One-click template creation
    Rapid deployment of reusable structure
  • 23. Site Template
    DEMO
  • 24. Collaboration methodology
  • 25. Questions?