The city of Bellevue, Washington underwent a project to overhaul their use of SharePoint after users expressed frustration with the system. They conducted focus groups, inventoried existing sites, formed a business user team, developed policies, provided extensive training, and implemented rollout support. The goals were to use current technology, address user issues, and analyze their organizational needs for managing content. Through a multi-step process, they aimed to finally get SharePoint implementation right.

1. #AIIM14
#AIIM14
#AIIM14
Wild
West
to
Civiliza.on-­‐
Governing
SharePoint
Megan
Sibbert
ECM
Business
Manager
City
of
Bellevue,
WA
@MeganSibbert

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. #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. #AIIM14
SP
2010
Project
Drivers
§ Use
Current
Technology
§ User
FrustraPon
§ OrganizaPonal
ECM
Analysis

5. #AIIM14
Main
Technology
Used
§ SharePoint
2010
§ Gimmalso]
Compliance
Suite
for
Records
Management
§ FAST
search

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. #AIIM14
SharePoint’s
Last
Chance
§ One
final
shot
to
get
SharePoint
right
§ Overarching
theme
for
the
project
was…

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. #AIIM14
Inventory
Results
§ 3
main
purposes
§ Department
CommunicaPon
Sites
§ Team
CollaboraPon
Sites
§ Project
Sites
*Approximately
77%
Migrated,
20%
Deleted,
3%
Archived

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. #AIIM14
Step
4-­‐
Policy
§ Minimum
Metadata
Standards
for
ALL
content
types
§ Strategy
for
Non-­‐Records
§ Constraints
of
SharePoint
§ Ongoing
governance

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. #AIIM14
Step
6-­‐
Rollout
Support
§ Open
Training
Lab
§ “Blue
Shirt”
Team

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. #AIIM14
Ques.ons
????
Megan
Sibbert
@MeganSibbert
MSibbert@bellevuewa.gov

16. www.aiim.org/infochaos
Do
YOU
understand
the
business
challenge
of
the
next
10
years?
This
ebook
from
AIIM
President
John
Mancini
explains.