Delivering an integrated Intranet and Internet Service using SharePoint 2010

1. Delivering an integrated Intranet and Internet Service using SharePoint 2010 Brett Coster 26 October 2011 189351.I

2. About Me • Brett Coster • 8 years experience with SharePoint platform • Site Collection owner, architect, end user, tester, trainer • Bit of an evangelist for the end user • Business Analyst at Pitcher Partners

3. About BRiT: Bendigo Regional Institute of TAFE • 150 years of presence in central and northern Victoria. • Three campuses: • Bendigo, Castlemaine, Echuca • Provides extensive vocational education and training services: • From accounting to writing, • builders and hairdressers, • horticulturalists and IT professionals, • nurses and apprentices and much more. • Approximately 11,000 students.

4. The problem • BRiT wanted a high availability, robust and scalable external web site and internal intranet • Wanted the option of creating both the internet and intranet concurrently • BRiT’svision was to merge the two projects to bring strong economies of scale to the total project • The solution was to be both internally and public facing • The external web site was expected to promote Bendigo Regional Institute as an innovative and professional educational institution.

5. About BRIT - Before • Old, tired, messy presentation • Hard to find things • Needed specialists to change content • Hard to keep up to date

6. A dramatic new online presence • Used SharePoint 2010 • opportunity to dramatically improve online presence • use a new integrated intranet • provide a user interface, content and features that are “all about the student” • The vision was for a Student perspective rather than a TAFE-centric perspective

7. Easy to author • Streamline content management • Allow easy updates by non-technical users • Use dynamic content • Provide testimonials of the Bendigo TAFE student experience • Integrate multimedia examples of students’ work

8. How to author content on BRiT’swebsite Rotating Banners Content Rotating News Items Rotating Advertisements Create content in Authoring environment Approval process Publish to Internet Firewall

9. Adding Course Content

10. The Course Structure • Non-technical staff create course details • Course details list drives the web course content • Provides the ability to easily construct and update course content

11. Publishing the Course Content Integrated Search Apply Page Layout Publish to Internet Intranet Course List Create/change Course details

12. Using Metadata to define content

13. Content Types define Page Layouts International Course General Course Session

14. The Student Journey

15. The Student Journey Integrated Search Response Student journey management Online Application

16. Integrated Intranet and Internet • Online enquiry and course application forms • Processed internally by Bendigo TAFE staff • Employs a purpose built Student Journey Management Site built using SharePoint 2010 on their intranet.

17. Enquiry Management • Responses are automated and targeted • Internal referrals are provided using Workflows. • Enquiry Status updated manually or automatically using Workflows

18. Applying for a course

19. Application Management • Applications managed using a central site with multiple lists • Different user groups access records depending on process stage • Views are tailored to suit different user needs • Individual item views enhanced using InfoPath to provide status specific information • Workflows create archive records

20. The Result

21. The Result • Google Analytics provides detailed usage reports – information used to modify website content • Improved access to Enquiry and Application data – numbers, issues, status – resulting in informed decision making • Website content management and update process streamlined – ownership and immediacy • Platform has been leveraged for easy manageable enhancements and added functionality as internal capability improved

22. The Result Rose Grant – Projects Manager, BRiT: • Likes the fact that she is not stuck with the front page layout • Loves the way the layout is so easy to change • Have a lot more people linking to them and know where their hits are coming from. • Feedback is that site is friendly and warm: • everyone loves the students! • Loves the fact they can independently manage their website

23. Things to Improve • More integration with the intranet • More workflows • Use of content expiry to remove content when it is no longer relevant. • Deeper Analysis of Student Enquiry and Enrolment

24. Recognition SharePoint 2010 for the Web • The Gordon is recognised as the Top Education Website • BRiT is in top 10 • I particularly liked the 3D box design, which was very simpl[e] to create, and added to, rather than confused, the navigation. • Ray Fleming • Education Industry Development Manager – Australiaat Microsoft

25. Question and Answer

26. Related Links • http://www.bendigotafe.edu.au/Bendigo Tafe • http://www.pitcherit.com.au Pitcher Partners IT Consulting