IMPLEMENTING A SHAREPOINT PORTAL A Roadmap to Success

IMPLEMENTING A SHAREPOINT PORTAL A Roadmap to Success

PRESENTERS MC 3 • • Josh Mitchell Gerri Light Students = 18, 000 • IT Staff = 33 • LC • Dave Heffner Students = 1, 400 • IT Staff = 15 • PCT • Wendy Cunningham Students = 6, 400 • IT Staff = 50* • *Sharepoint Portal not managed by IT; server-side and central admin services by IT.

SHAREPOINT IMPLEMENTATION MC 3 • • Spring 2010 Initiated by: • LC • • IT Dept PCT 2009 • 2007 Initiated by: • IT Dept • • Audience: Phase 1: Fac/Staff • Phase 2: : Students • • Audience: • Fac/Staff/Stu ITS

WHY SHAREPOINT MC 3 Datatel integration • Central document repository • Content management • Collaboration • LC • • • Datatel integration Secure documents Team Sites Forms Cost Microsoft PCT • • • Centralization of information for internal audiences Permission management Scalability System integration Team sites Forms

CHALLENGE: GETTING BUY-IN MC 3 LC PCT You can only get it on the Share. Point Portal “Where you go if you need anything” • • • Email Announcements Calendar Forms Registration • • • Duplicated existing intranet Newsletter Multiple windows in Webadvisor Forms & Secure docs HR & Search cmte information Budget files Middle States • • • Department info and forms Policy and procedure Team sites Contact info “Classifieds”

MC 3 CHALLENGES • • • Training for team site owners Migrating content from old intranet Single Sign On • • • Required programming and 3 rd party web parts Blackboard Email • • i. Tunes Authentication • • • Student gmail Staff Exchange (email and calendar) Multiple authentication prompts especially with document libraries Netscaler finally resolved this issue Browser support OS support Training for top level content managers • Events, calendars, announcements, photos

LC CHALLENGES • • • How to distribute IT technical support. Relationship between Sharepoint and ERP middleware. What features to implement and promote. First trying implementation in a Novell environment. User buy-in. Are we ready if it really takes off? • Ex. Use as replacement of shared folders.

PCT CHALLENGES • • • Adoption by historically resistant groups Adoption by current students Announcements (controlling quantity and distribution) Personalization? How much is counter to purpose? Standards and governance • • Who controls what? Who handles support calls? How many hands in the pot? How to enforce standards? Single sign-on (fear factor for administration) Training Site-level promotion • “Build it; they will come”… not.

LESSONS LEARNED MC 3 • Involve content experts from each division Train on using sharepoint • Train again & again • • Plan on using 3 rd party webparts SSO • Email • Calendar • • Promote well in advance of launch PCT LC Initial IT technical training • Active Directory homogeneous • Use incentives with admin support. • Be prepared for multi-year project • • Include broad representation in planning phases. Pre-define scope Obtain administration buyin Pre-emptive content for “resistant groups” Plan for growth Establish governance & training strategy BEFORE rollout.

FUTURE PLANS MC 3 Further system integration • Personal portals • Sharepoint 2010 • LC • • • Student rollout Faculty site governance Moodle integration Email integration? Announcements Dashboard integration PCT Administrative system integration • Live@edu SSO • Guest access • E-manuals •

SUGGESTED TIMELINE Initial planning & Budgeting Beta testing • Influential users that will assist promote site • Cross section of institution and abilities Provision a development site • Consultant or similar institution assistance Migrate/develop content • Requires intense planning, organization and quality assurance Create branding, templates, CSS & other design Create site structure Create phased implementation plan/timeline Governance & support planning Launch promotion • Well in advance of launch (2 months) Training Launch

THANK YOU Please fill out the online evaluation form! Josh Mitchell Wendy Cunningham Dave Heffner jmitchell@mc 3. edu wcunning@pct. edu heffner@lycoming. edu Gerri Light glight@mc 3. edu