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HR Wiki Workshop

HR Wiki Workshop. SOCCCD – June 23, 2010. What is covered in the workshop . A process for creating content in a wiki using Microsoft’s SharePoint software A list of what you will need from IT Some basic techniques to help the project complete successfully Answers to questions you may have.

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HR Wiki Workshop

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  1. HR Wiki Workshop SOCCCD – June 23, 2010

  2. What is covered in the workshop A process for creating content in a wiki using Microsoft’s SharePoint software A list of what you will need from IT Some basic techniques to help the project complete successfully Answers to questions you may have

  3. Introduction In 2007 the Vice Chancellor of HR asked the HR Director to develop an Employee Handbook. She discovered that most of the information was already in Contracts and Board Policies - so why duplicate what was already there? Also in 2007 the Chancellor asked the HRIS Manager to created a task force charged with improving the ‘online’ employee documents web site. The HRIS Manager saw this as an opportunity to “kill two birds with one stone” and created a wiki as an enhancement to the employee documents site. With continuous refinement this wiki was transformed into what it is today – An Online Employee Handbook.

  4. Deliverables An easy-to-use, online system that manages and displays up-to-date HR procedures, forms and reference documents used by all employees. The system is seamlessly integrated with the existing MySite employee web portal. Use pre-existing technology.

  5. Process Improvement Objectives Reduce the amount of time that it takes an employee to find an answer. Reduce the amount of time the HR Specialists take in answering questions. Ensure the content can be maintained by HR staff with minimal training (<5 minutes). Keep the solution simple so that it needs very little IT support.

  6. What you will need? • A wiki server such as Microsoft’s SharePoint. • Electronic copies of • Contracts and Agreements • Board Policies • Administrative Regulations • Any HR procedures • Forms • Optional Document Management System

  7. What are the steps? Take Inventory

  8. Take Inventory Limit scope to HR controlled content. Most content will come from Contracts, Board Policies, Administrative Regulations. Other content can come from instructions on forms or written procedures. Make a list of these and where the electronic copies are kept.

  9. For those who like lists (part 1) Create a list of potential wiki content sources

  10. Analyze Your Content Content will fall into ‘natural’ HR process categories such as Recruitment, Classification, Compensation, Benefits, etc. Try to identify the content owner. Content should be identified as either reference materials (e.g. Salary Schedules) or procedure related (e.g. Hiring Policy, forms).

  11. For those who like lists (part 2) Add a few more columns to help organize the content

  12. Design * Joe Wilcox, BetaNews.com • K.I.S.S. principle for a well designed application* • Build on the familiar • Emphasize simplicity • Hide complexity • Let people do something new that they wished they could do • Do what it's supposed to do really well • When displacing something else, offer a significantly better experience

  13. Design (cont.) • Your Wiki should: • Consist of a main page called “Home” that acts as a Table of Contents linking to supporting pages that, in turn, link to each other or to external content • Make sure that most of the content (e.g. forms, procedures, documents) can be reached by no more than 3 “clicks” from the Home page. • Be organized so that the links on the Home page are grouped in a variety of areas such as Featured Items, Processes, Functions, Quick Links, etc. • Don’t worry about getting it perfect at first.

  14. Assemble/Make Content • Wikis are technically simple – its just Text and Links • Wiki Links look like “[[wiki page name|display text]]” when editing. • A new page will automatically be created if it doesn’t already exist. • Links to external content can be easily associated to text through a fill-in form. • To speed things up just cut-and-paste existing content. • MS Word source documents work best with SharePoint. • For large reference materials such as contracts, convert major sections to individual wiki pages.

  15. Encourage Everyone To Explore • Once you have created the basic wiki: • First, let your staff explore it • Train them to add and update content (takes about 5 minutes). • Encourage them to use it and then let the ‘stars’ shine. • Second, set up a couple of pilot groups • Pick those most in need of this information (Deans and Managers). • Pick those who are not afraid to state their opinion. • Finally, open it up to the masses • Announce through any means and as often as you can. • Make sure to provide a mechanism to collect feedback • A discussion forum, electronic surveys, a hot-line number.

  16. Accept Everyone’s Input Keep a public list of submitted suggestions. Don’t be afraid to make changes quickly and frequently based on the feedback. Add content continuously (at least once a week for the first couple of months). Acknowledge those who provided suggestions of the resulting changes made.

  17. Demonstration Overview of SharePoint Create a new Wiki Site Create Home Page Create Sub-pages Cut-and-paste content from existing documents Adding some niceties Using the History actions

  18. Demo Step 1 • SharePoint Specifics (so you won’t get lost) • Page Layout • Tabs • Bread crumbs • Left Navigation • Action Pull-downs • Where Administrative things are • Security • Location of pages and documents

  19. Demo Step 2 • Create Wiki Site • Under Site Actions select Create • Click on “Sites and Workspaces” • Fill out the form and select “Wiki Site”

  20. Demo Step 3 • Edit Home Page • Click Edit • Select All – Delete • Heading – Change Font and size • Insert Table (works like a spreadsheet) • Enter first row with Contracts | [[CSEA | Classified Bargaining Unit]] • Save

  21. Demo Step 4 • Create Second page • Click on Classified Bargaining Unit • Select Edit • Open Word Document • Copy and Paste Index • Change Preamble and Article 1 to links • Clean up • Save

  22. Demo Step 5 • Create Third page • Click on Preamble • Select Edit • Switch to Word Document • Copy and Paste Preamble • Clean up • Add Navigation • Do same for Article 1 • Save

  23. Demo Step 6 • Edit Home Page • Insert Row • Add wiki link [[Leave Request]] • Save • Click on Leave Request • Make Heading and type in content • Add links to document library • Clean up • Save

  24. Wiki Workshop Site

  25. SOCCCD’s HR Wiki

  26. Wrap-up Keep it simple Get IT buy-in and support Train up the staff Experiment

  27. Oh, and 1 or 2 more things… Once your up and running, ask for suggestions from those who benefit most from the wiki and then use their suggestions to make changes. Keep the HR jargon to a minimum.

  28. Example from feedback

  29. Any Question? ?

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