The use of SharePoint at UWE

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A presentation given to the Eduserv/Northumbria Use of SharePoint in UK Higher Education Institutions event in London on 25 November 2009.

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The use of SharePoint at UWE

  1. 1. Pete Gilbert<br />
  2. 2. UWE Facts<br />8 Campuses in South West<br />4 in Bristol<br />34,000 students<br />4,000 staff<br />
  3. 3. SharePoint at UWE<br />SharePoint Portal Server 2003<br />Organisational change<br />12 Faculties down to 4<br />Shared drive issues - permissions<br />
  4. 4. The Approach<br />Small team (3 at the time)<br />SharePoint as a platform<br />Document storage<br />Committee papers, agendas, minutes<br />Business Problems<br />On request – quick turn around<br />Bespoke solutions <br />4 solutions today<br />
  5. 5. Solution: Simita<br />The Problem:<br /><ul><li>Law students need experience
  6. 6. If go out on placement end up doing menial tasks
  7. 7. Simulation
  8. 8. Paper simulations take too much administrative work </li></li></ul><li>Solution: Simita<br /><ul><li>SharePoint site for each “Law Firm”
  9. 9. Students role play solicitors in firm
  10. 10. Self contained “virtual environment”</li></li></ul><li>
  11. 11. Solution: Simita<br />
  12. 12. www.uwe.ac.uk/elearning<br />Simita: Tutor Assessment<br />
  13. 13. Solution: Simita<br />Increased Student engagement<br />No longer the “dreaded” project<br />Blackboard module highest no. of hits<br />Students use system at weekends/holidays<br />Assessment is easier for tutors<br />
  14. 14. Solution: Student Village<br />Problem: <br /><ul><li>4 Courts, 2000 bedrooms,
  15. 15. 24 hour a day support
  16. 16. Wardens, Security staff, porters, managers
  17. 17. 4 Handover meetings per day
  18. 18. Paper log books</li></li></ul><li>Student Village<br />Replaced with a single SharePoint site<br />Modified discussion group to replace handover meetings<br />InfoPath form for serious incidents<br />Single documentation area<br />Hospitality Assured Certification<br />
  19. 19. Student Village: Handover & Incidents<br />Half way!<br />
  20. 20. Student Village<br />24 Hour operation requires 24x7 support<br />Been running for 2 years now<br />Improvements<br />Reporting<br />Link to Student Records System<br />SMS Support<br />Automated escalation of incidents<br />
  21. 21. Solution: GDP<br />Problem – Getting staff to collaborate on graduate development documents<br />Information not being shared<br />Replication of documents.<br />
  22. 22. GDP: Session Materials<br />
  23. 23. GDP: Search<br />
  24. 24. Business Processes<br />Many Paper based processes<br />Capital Bids<br />Recruitment<br />Expenses/travel<br />“Hidden” processes - analysis<br />Ties up a lot of people on “busy work”<br />
  25. 25. Business Processes: Aims<br />Replace paper based processes<br />Business analysis of processes<br />Improve speed of bids<br />Reduce paperwork/administration<br />
  26. 26. Solution: eFIN10 Capital Bids<br />
  27. 27. eFIN10 Capital Bids:Workflow Tracking<br />
  28. 28. Results so Far<br />Approval Process much quicker<br />Process is more transparent<br />Reporting<br />Blueprint for future processes<br />Saved Money<br />New Team: Business Processes<br />
  29. 29. Key to our success: People<br />Evangelise SharePoint in Organisation<br />Training<br />Meetings with steering groups/managers<br />One to one meetings<br />SharePoint User Group<br />“Grassroots”<br />
  30. 30. Future<br />Strategic Platform<br />Governance document<br />Team has to grow<br />SharePoint 2010<br />Profiles and Blogs<br />Teaching and Learning<br />
  31. 31. Contact<br />Email: peter.gilbert@uwe.ac.uk<br />http://blogs.uwe.ac.uk/people/petergilbert<br />http://peterhaus.wordpress.com/<br />

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