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Arkansas DHS experience with Microsoft Sharepoint

Our IT environment. Multi-divisional agency7500 employees10 program divisions / 5 support offices106 remote locations - T1 data circuitsPrimarily MS shopOracle, AIX, DB2, MainframeParticipate in state-wide email, WAN, mainframe processing. APHSA-ISM Presentation

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Arkansas DHS experience with Microsoft Sharepoint

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    1. Arkansas DHS’ experience with Microsoft Sharepoint Presentation for American Public Human Services Association – IT Solutions Management Conference - August 26th, 2008

    2. APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 2

    3. Why Sharepoint? Provide replacement for existing intranet web site (DHS Gold) Push content publishing and security maintenance down to the divisions and sections Sharing / Consistency Provide collaborative workspaces for various interdivisional workgroups Single/searchable source of department knowledge Provide workflows processes for efficiency, monitoring, and reporting 3 APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services

    4. So how did we hook up with Sharepoint? It wasn’t love at first sight! WSS 1 (STS) – didn’t understand it and just weren’t interested WSS 2 (Sharepoint) – started to get interested Solutions Accelerators – Chicago Consultant #1 Rapid Development WF – Chicago Consultant #2 Stuck our toes into the water WSS 3 (MOSS 2007) – Jumped in 4 APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services

    5. So how did we hook up with Sharepoint? Fall 2008 – Began preparations Hardware Governance Training Organizing Announced the imminent demise of DHS Gold New Year’s Day 2008 – DHS Share Minimal problems Gradual appreciation of what it can do 5 APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services

    6. Where are we now? After 6 months of departmental use Acceptance of platform Still only using 25-30% of its capabilities Document libraries Versioning Word documents – 28,160 Excel documents – 11,520 PowerPoint documents - 256 Lists Approvals APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 6

    7. Where are we now? Links Team sites Many basic workflows (Sharepoint Designer) 1 complex workflow (.net) Custom Web Parts InfoPath integration with Forms Services Total space being used – 103Gb Number of sites on DHS Share – 1,730 APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 7

    8. What does it cost? APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 8

    9. Problems/missing features Microsoft needs to address: Lack of wild card search Size limitation of document (50Mb) Security needed on list views More robust alert mechanism Scanning integration Lack of Administrative reporting Document level backup capabilities APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 9

    10. Problems/missing features DHS needs to address: Training….training….training Still some duplications of documents Motivating employees to try more features ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 10

    11. In a heart-beat!! Questions Dick Wyatt Richard.wyatt@arkansas.gov 501 682-2183 APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services 11 Would I do it again?

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