H065: Intranet Collaboration Using Microsoft SharePoint

1. Richard Schumacher and Craig KlimczakTechnology and Educational Support ServicesSt. Louis Community College H065: Intranet Collaboration Using Microsoft SharePoint

2. St. Louis Community College • Largest community college system in Missouri serving an area of about 700 square miles; created by area voters in 1962 • Three campuses (4th under construction) offering transfer, career and developmental programs, plus non-credit continuing education courses • Four education centers • Credit enrollment is about 32,500

3. The Presenters • Richard Schumacher Manager, Electronic Communications Technology & Educational Support Services www.stlcc.edu • Dr. Craig Klimczak Vice-Chancellor Technology & Educational Support Serviceswww.stlcc.edu

4. Overview • College Websites in Transition • Move to Unified Authentication • College Intranet Development • Portal Deployment Factors • Scope, Requirements, Taxonomy, Governance • Technical Design and Decisions • SharePoint / MOSS Technology

5. College Websites in Transition • Existing public website has no focus, navigation, or understandable structure • No consistency in look, style or organization • Doesn’t reinforce College branding or marketing • Reflects internal geo-political structure • Content isn’t organized by audience • Internal use only content mixed in with other content • Content isn’t written for visitors point of view • No workflow, review or style editing processes

7. College Websites in Transition • Existing Intranet has three “personalities” (caused by how it developed over time) and has limited utilization • Most users don’t understand the difference between: • Internal use vs. external use content • Anonymous vs. authenticated access • Mostly because the public site has historically mixed this all together and is still in this mixed state • Doesn’t currently allow “at home” access

8. College Websites in Transition • Need to: • Target audiences – providing them the specific content they need in an organized structure • Use the Public Website to market the services of the College and reinforce image and branding • Separate anonymous access content from information that requires authentication to access • Create a “one stop shop” for authenticated content • Personalize the delivery of authenticated content

9. So What’s Being Changed? • Public Website (www.stlcc.edu) will be replaced by a completely new site • Focused on the needs of external constituents • Markets the College and its services • Unified look, style, navigation, and content workflows • Reinforces image and branding, new marketing • Utilizes Serena Collage WCMS

10. What Students Say They Currently Access on the Public Website • 84.7% - Registration • 82.4% - Student Resources • 81.8% - Class Schedules • 77.9% - Blackboard • 60.3% - College Catalog • 29.9% - can’t find what they are looking for Ervin Marketing Report, May 2006

11. Students Web Expectations • Registration • Hub for student news and communications • Access to all programs and classes • Class availability, times/room numbers, changes, grades • Do everything online: pay for classes, get parking passes, books, “not have to go to the campus” Ervin Marketing Report, May 2006

12. Most Important Student Website Expectations • 73% - accurate and timely information • 70% - easy registration process • 66% - ease of navigation • 61% - descriptions of programs • 55% - easy payment Ervin Marketing Report, May 2006

13. What Employees Say They Access on the Public Website • 92.3% - Faculty and Staff Resources • 80.7% - email • 77.8% - BannerWeb for staff • 74.8% - Class schedules • 72.6% - Outlook • 71.1% - College information • 69.6% - Libraries Ervin Marketing Report, May 2006

14. Employee Current Website Dislikes • 58.9% - say content is old and outdated • 48.6% - can’t find what they are looking for • 45.8% - information not consistent from campus to campus • 35.5% - say catalog is not searchable(it’s a searchable pdf) • 30.8% - say the search engine is inadequate to “meet my needs” Ervin Marketing Report, May 2006

15. Typical Complaints for Sites with Insufficient Taxonomy and Governance • Content is difficult to find • Search does not work • Browse is not intuitive • Too many documents and folders that aren’t of value Zach Wall, ppc.com

16. Existing Public Website

17. Navigation Wireframe Millennium Communications

18. Main Navigation Worksheet Millennium Communications

19. So What Does This Mean? • The Public Website becomes a marketing tool • The College is making a formal distinction between internal-use and external-use content • Content of value on the existing public website that is not part of the new public website needs a new home: • Users (faculty and staff websites) web server • Redesigned Intranet • Learning Management System (BlackBoard)

20. The Authentication Issue • Each of the College’s support systems currently has its own unique user login database (network, library databases, ERP-Banner, LMS-Blackboard, and many more) • College faculty and staff tend to think of them as unrelated independent stand-alone systems – therefore they think the College’s public site home page should be covered in separate login buttons for each system

21. The Authentication Issue • Until recently, network and email login was a confusing assortment of over 60 domains and workgroups – this was unified for the business side of the house as a single AD 2003 domain • Student credentials are coming soon, and will be part of the same AD domain • Lab and student resources will need to be moved into the new network structure to take advantage of student credentials

22. The Authentication Issue • Existing systems need to be migrated to use the College’s AD authentication • New systems, like student email (deployed as Microsoft Live @ edu), with use the AD IDs • All authentications, and credential support (like password resets), will use the same master login screen – this becomes the single point of entry, which will be branded my.stlcc.edu

23. Public Website Navigation Millennium Communications

24. my.stlcc.edu • The single point of entry for College systems that require authentication • Replaces and expands the College’s Intranet • A big cultural change – transition for faculty and staff who believe each system needs its own separate login button and login screen • The login drops them onto a portal page that personalizes the experience to the user category or even the specific user

25. New Web Infrastructure

26. Intranets and Authenticated Systems • Intranets provide content that only “inside” members of your organization may access • This means these users must first authenticate to access content • For educational institutions, we have two main types of “insiders”: • Employees – faculty, staff, administrators, board • Students

27. College’s Intranet Journey • Initial goals and deployments • Basic best development practices • Basic document management • Responding to user expectations • Re-alignment to new needs, objectives & goals • Cultural change through managing behaviors

28. Steps for Intranet Development CBIL 1999

29. Development Team • Leadership Sponsor • Project Leader • Content and Process Experts • Content and Process Owners • Editorial (includes categorize, index and archive) • Creative and Design • Quality Assurance and Compliance • Technical (web, application, product, database)

30. What Is Not Happening? • Initial Intranet focus was on employees • No central repository of key documents or information • Information not easily found • Information was needed to support better decision making • Information was not being reviewed in a timely manner

31. WCD/CBIL Intranet – 1999

32. WCD Intranet – 2006

33. Seven Steps to a Successful Intranet CBIL 1999

34. College Intranet System • The success of the CBIL Intranet led to the deployment of a College-wide Intranet which initially consisted of two parts: • Static html Intranet website reflecting the “org chart” geo-political structure of the College • SharePoint 2001 Portal for document management • Internal-only access due to confidentiality concerns on content

35. College Intranet - Webpages

36. College Intranet – SPS 2001

37. College Intranet – Doc Library

38. College Intranet – Directory

39. College Intranet – Search

40. Issues with College Deployment • No centralized authentication – over 60 non-trusting domains, workgroups & NDS trees • Login by the same domain used for email • Varied levels of participation interest • Difficulty explaining the need to/how to login • Not all College internal systems/data sources were represented • Heavy reliance on paper and paper triggers

41. College Intranet - CollegeWeb • Developed as a “one stop site” – one place with links to all the major College data systems • Branding to remove “intranet” confusion • DNS resolution, http://collegeweb.stlcc.edu • Internal name resolution only • New single-forest, single domain structure eliminated login confusion, misunderstanding

42. College Intranet - CollegeWeb

43. Make Sure to Include • Access to existing formal information systems • Heavily used informal tools or information • Usually dealing with document management • Usually ignored by formal IT departments • How staff collaborate now • Shared Excel spreadsheets or Access databases • Manual (paper) forms – paper newsletters, memos • Too many email attachments

44. Intranet Re-Engineering • Location for all things requiring authentication • New audience – Students • Enable access through the Internet • Personal workspaces • Leverage lessons learned, user requests, and what is and isn’t used in the old system • New solutions

45. What New Solutions? • Information access • Document management • Organizational communications • Collaborative workspaces • Electronic forms • System performance indicators • Key Performance Indicators

46. User Considerations • Multiple divisions and departments with different operating styles and goals • Need to securely share and backup documents • Some faculty and staff use non-College computers and require clientless deployment • Has to be obvious and easy to use

47. Performance Improvement Goals • Communication and Collaboration • Higher utilization of “organizational knowledge” • Making important documents easy to find • Manage each and every student experience better, and in a personalized manner • Create a structure reinforcing business processes • Reinforce “One College”

48. Organizational Knowledge • An effective portal transforms Organizational Knowledge • It’s online in a structure (not scattered about in email attachments, or on various LAN or local hard drives, or on CDs somewhere in a desk) – this ensures “role” based information is available and preserved • “Who” and “what” becomes easily available through a search

49. Portal Deployment Factors • People – 30% • Organizational dynamics, management support and leadership, ownership and accountability, trust, sharing valued, time and turnover • Process – 30% • Unclear goals or processes, changing needs and objectives, lack of incentives, lack of funding • Training – 20% • Growing skills in, and understanding of, Knowledge Management • Technology – 20% Ronald Simmons, FAA

50. Portal Deployment Factors Ronald Simmons, FAA