H065:%20Intranet%20Collaboration%20Using%20Microsoft%20SharePoint

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H065 Intranet Collaboration Using Microsoft
SharePoint

• Richard Schumacher and Craig KlimczakTechnology
  and Educational Support ServicesSt. Louis
  Community College

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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 Services
  www.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

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College Websites in Transition

• Existing public website has no focus, navigation,
  or understandable structure
• No consistency in look, style or organization
• Doesnt reinforce College branding or marketing
• Reflects internal geo-political structure
• Content isnt organized by audience
• Internal use only content mixed in with other
  content
• Content isnt written for visitors point of view
• No workflow, review or style editing processes

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College Websites in Transition

• Existing Intranet has three personalities
  (caused by how it developed over time) and has
  limited utilization
• Most users dont 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
• Doesnt 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

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So Whats 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

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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 - cant find what they are looking for

Ervin Marketing Report, May 2006
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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
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Employee Current Website Dislikes

• 58.9 - say content is old and outdated
• 48.6 - cant find what they are looking for
• 45.8 - information not consistent from campus to
  campus
• 35.5 - say catalog is not searchable(its a
  searchable pdf)
• 30.8 - say the search engine is inadequate to
  meet my needs

Ervin Marketing Report, May 2006
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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 arent of
  value

Zach Wall, ppc.com
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Existing Public Website
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Navigation Wireframe
Millennium Communications
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Main Navigation Worksheet
Millennium Communications
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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)

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The Authentication Issue

• Each of the Colleges 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 Colleges public site
  home page should be covered in separate login
  buttons for each system

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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

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The Authentication Issue

• Existing systems need to be migrated to use the
  Colleges AD authentication
• New systems, like student email (deployed as
  Microsoft Live _at_ 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

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Public Website Navigation
Millennium Communications
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my.stlcc.edu

• The single point of entry for College systems
  that require authentication
• Replaces and expands the Colleges 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

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New Web Infrastructure
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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

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Colleges 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

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Steps for Intranet Development
CBIL 1999
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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)

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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

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WCD/CBIL Intranet 1999
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WCD Intranet 2006
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Seven Steps to a Successful Intranet
CBIL 1999
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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

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College Intranet - Webpages
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College Intranet SPS 2001
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College Intranet Doc Library
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College Intranet Directory
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College Intranet Search
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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

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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

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College Intranet - CollegeWeb
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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

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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 isnt used in the old system
• New solutions

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What New Solutions?

• Information access
• Document management
• Organizational communications
• Collaborative workspaces
• Electronic forms
• System performance indicators
• Key Performance Indicators

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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

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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

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Organizational Knowledge

• An effective portal transforms Organizational
  Knowledge
• Its 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

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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
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Portal Deployment Factors
Ronald Simmons, FAA
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Design for Your Users

• Establish ownership and direct involvement
• Identify and act on known user pain points
• Create functional roles
• Empower users and business units
• Allow personalization
• Create feedback channels
• Accommodate both browsers and searchers

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What Do Users Want?

• Easy to use, self-service
• Information Accurate Essential
  Reliable RelevantInteresting New
  Dynamic TimelyTrusted Unduplicated
  Findable
• Ability to access and organize their documents,
  from anywhere
• Be told when there is something they need to know
  about or act upon

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Process

• Clear Vision, Goals and Objectives
• Aligned with Business Processes
• Prioritize Content and Functionality
• Maintain Effective Governance
• Establish Standards and Guidance
• Consistent look and feel
• Dont have multiple portals / websites

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Training

• Accommodate varied learning styles
• Provide self-service learning opportunities
• Delivery options
• Instructor led sessions
• Online eLearning (Adobe Presenter)
• Printable Documentation
• Online Help
• Online Tips

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Scoping

• Scope Document
• Communicates what the project will and will not
  do
• Sets user expectations and may limit scope creep
• Creates excitement for the project
• Needs to be accessible to your audiences
• Scope is extended and refined over project cycles

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Pilot Project Site

• Identifies a target group
• Limits scope to something achievable in a
  reasonable timeframe
• Serves as a demo and marketing tool
• Drives further requirements gathering

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Design Approach

• Create a solid foundation that can fluidly and
  effectively evolve into the future
• You need to start with an overall plan not
  throw up a couple of department sites and see
  what happens
• Figure out what needs to go in your main portal
  and follow that up with business process sites
• Involve all four factors
• People, Process, Training, Technology

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Core Portal Content

• Document management
• Forms management
• Contact management
• Browse navigation
• Decision support
• Executive dashboards
• Key Performance Indicators
• Business Intelligence
• Collaborative Workspaces
• Meetings
• Projects and programs
• Discussions
• Subscriptions
• Search
• Links to other information resources

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Portal Entry Page

• Essential Components
• About, Help, Search, Real Contacts, A-Z Index,
  FAQs
• Navigation alternatives by role, topic,
  product/service
• eLearning and online training documentation
• College systems by your role (webpart)
• Popular Topics (webpart)
• General and Personalized News (webpart)
• General and Personalized Alerts (webpart)

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Employee Role Systems

• Banner (full version)
• Banner Self-Service
• Blackboard
• Hyperion (decision support)
• Outlook Web Access (email)
• Library databases
• Employee help desk

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Student Role Systems

• Banner Self-Service
• Blackboard
• _at_my.stlcc.edu Webmail
• Library databases
• Financial transactions
• Student help desk (?)

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Central Michigan University
64
Site and Information Structure

• Taxonomy (categorization) and metadata (data
  about data) are the primary means to provide
  structure to unstructured information
• It creates ordered groups, categories or
  hierarchies
• This is how users will find content
• Taxonomy is often accomplished by applying
  metadata to documents

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Taxonomy from Metadata
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Categorization Schemes

• How users try to do it
• Document type
• Organizational
• Methods that add value
• Functional (organized by process)
• Subject oriented (organized by topic)
• Facet based (organized into multiple taxonomies
  by unique characteristics - very expensive)

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College Taxonomy rev. 2
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Why Use a Taxonomy?

• Provides structure to unstructured content
• Organizes together content from multiple sources
• Some users never search and in many cases search
  isnt as effective as structure
• Allows users to find the content they need in a
  way that makes sense to them

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Taxonomy Issues

• Organizations design overly complex taxonomies
  and metadata strategies
• Too deep and too wide
• Too much jargon
• Too many fields
• Too many pick options
• Too much variation
• Regardless of training, education, threats, or
  enticements, many users will not provide
  effective Metadata
• Even the best content contributors typically
  wont exceed a certain effort threshold
• Dilution Factor The poor work of some devalues
  the good work of others

Zach Wall, ppc.com
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Manage Depth Breath
Zach Wall, ppc.com
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Governance
Zach Wall, ppc.com
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Governance

• Ownership and areas of responsibility
• Modifications to the core navigation
• Web part gallery additions / modifications
• Portal-wide standards

• Look and feel
• Style
• Structure
• Metadata
• Document types
• Navigation
• Coding
• Security

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Example Governance Items
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Records Management Strategy

• File Plan
• Comprehensive collection of policies, processes,
  and guidelines for creating, storing, and
  managing records
• Describes the types of documents that you define
  as official business records
• Retention schedule
• Process for placing holds on records to delay
  their destruction
• Monitoring and reporting the handling of records

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Learning Gateway
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SharePoint Learning Kit
Teacher reviews, grades, and returns assignment
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Communications Awareness

• Roadmap the project process and progress
• Place all development documents online
• Create meaningful two-way communication
• Incorporate feedback forms and surveys intothe
  system
• Document decisions
• Place all feedback online

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Training and Education

• Make sure it answers Whats in it for me?
• Important activities are usually business process
  aligned
• Provide varied training delivery models
• One-on-one meetings
• Instructor led sessions
• Documentation
• eLearning Tutorials
• Context Sensitive Help

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Resistance to Change

• Users will be averse to moving away from their
  existing ways of storing and finding information
• Organizational to Topical
• Secure access to more Open access
• Content owners will fear losing control of their
  content
• Content managers will fear losing their role

Zach Wall, ppc.com
80
Enterprise Work Environmentwww.stlcc.edu and
my.stlcc.edu
Extranet
Internet
Enterprise
Division
Team
Individual
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Search
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SharePoint Services and Server
Team Productivity
Enterprise Work Environment

• Team Sites
• Web Parts
• Basic Search
• Alerts/Notifications
• Security Trimming
• Versioning
• CentralizedAdministration

• Portal / MySites
• Enterprise Search
• Content Management
• Records Repository
• Workflow Templates
• Forms Server
• Excel Services
• Business Data Catalog

• Document Collaboration
• Meeting Workspace
• Document, Picture, and Form Libraries

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SharePoint Architecture
Web Parts Personalization Master Pages
Provider Framework (Navigation, Security)
Database services
Workflow services
Search services
Operating System Services
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What Is SharePoint Server 2007?

• SharePoint Server 2007 is a collection of
  Web-based tools that make it easy to collaborate
  on projects
• The tools consist mostly of pre-designed Web
  sites that teams or individuals use to store
  information and collaborate with others
• The sites come with content authoring tools for
  site owners and members
• The sites use Web conventionsaccess through a
  browser, linked information, images as well as
  textto create a fast and easy method of
  collaborating
• The sites create a single point from which
  information can be shared

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SharePoint Server 2007 Sites

• Customizable templates create the Web sites
• A variety of purpose-built templates are
  availableTeam Site, Document Workspace, Meeting
  Workspace, Blog, Wiki Site
• Each site comes with a number of Web Parts
• Web Parts are content containers used
  to display information on a site
• Site members can use Web Parts to arrange text,
  related links, calendars, images, document
  libraries, other Web pages, and more
• Each site has a Web Parts Gallery from which
  additional Web Parts may be added

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Common Web Parts
Web Part Purpose
Announcements Post messages on the home page.
Tasks Keep track of project work details.
Calendar Stay informed on team events.
Links Post links of interest for site members.
Document Library Share documents with site members.
Contact List Post names and contact information of site members.
Image Display pictures and photographs.
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Common Sites and Workspaces
Site and Workspace Comparison My Site Team Site Document Workspace Meeting Workspace
Your Own Work Web Site
Best for Team Collaboration
Best for Document Collaboration
Best for Managing Meetings
Supports Search Function
Multi-purpose, Longer-term Use
Single-purpose, Shorter-term Use
Provides Public and Private Sections
Use Directly from Office 2003 Applications
Create Using Outlook 2003
Control User Access and Privileges
Requires Corporate Network Access
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Typical Team Site
Site ActionsShow common commands for the site.
TabsDisplay subsites and link to them.
AnnouncementsPost messages on the home page of
the site.
Document LibraryContain and display team
documents.
Quick LaunchList key site pages on this
navigation menu.
LinksPost links of interest tosite members.
CalendarDisplay important dates and events.
People and GroupsControl who can access your
site and what content they can view and edit.
Recycle Bin Restore or permanently remove deleted
items.
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SharePoint Server 2007 My Sites

• My Site is used to store files and collaborate
  with students and co-workers online
• My Sites have public and private pages
• SharePoint Readers can search for the users site
  in the Portal
• Use the public page (called the My Profile
  page) to share files and information with
  students and co-workers
• Public section is viewable to all authenticated
  users
• Use the private page (called the My Home page)
  to store files and information that only you can
  access

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SharePoint Server 2007 My Sites
Site Actions Menu Add content, edit page, or
change site settings.
As Seen By List Restrict what others can see, and
then preview your My Profiles page as others see
it.
My Information Edit your profile page.
Left Navigation Menu (Quick Launch) Get quick
access to your site content.
My Home PageYour private page. Stores files and
content for your use. This content is not
publicly displayed.
My Profile PageYour public page. Displays
information about you and your work to students
and coworkers.
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SharePoint Permissions/Access

• All sites come with permission options
• The default setting prevents anyone from
  accessing the site
• A site owner must give specific users and
  specific groups access to the site
• Site owners either add users to existing
  permission groups, or give specific permissions
  to specific users
• By default, there are three groups used for
  allowing access to a site Visitor, Member, and
  Owner. When you add a user to one of these
  groups, the user is given the permission level
  associated with the group.

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SharePoint Navigation
There are three ways to navigate the left
navigation menu (Quick Launch), tabs, and a
bread crumb trail.

• The left navigation menu is customizable, so its
  appearance varies from site to site. In most
  cases, the pages on a site will be listed on its
  left navigation menu.

• Tabs across the top of the main window can also
  be used for navigation. A Home tab always
  appears. As subsites are created, new tabs
  generally appear for them, though this appearance
  is optional.

• A bread crumb trail is a series of links
  indicating your location on a site. In addition
  to showing location, bread crumbs offer links to
  locations between you and the parent site. Bread
  crumbs appear below the tabs, in the upper-left
  portion of the main window.

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Basic Customizations
Create a Unique Look for Your Site with an Image
Web Part
Display Other Content on Your Site including
shared documents, partner names, alerts, RSS
feeds, and more to aid collaboration with others
Customize Announcements on Your Site to create a
better experience for your readers
Display a Microsoft Office document on Your Site
to immediately share information with users
Customize Your Left Navigation Menu by adding or
removing site links
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InfoPath 2007 Forms

• InfoPath 2007 is used to create custom forms or
  convert existing Microsoft Office Word 2007
  documents to forms
• InfoPath forms are distributed using Outlook 2007
  or SharePoint Server 2007, or may be published on
  the Office Forms Server
• Recipients of forms can complete and submit them
  electronically even if they dont have InfoPath
  2007 installed
• Office Forms Server 2007 provides
• Browser-based forms (common browsers, Windows
  OS X)
• Centralized forms management
• Design Once development model
• Form-based workflows

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Outlook 2007 Integration

• View and edit SharePoint 2007 content in Outlook
  2007, even when offline

Calendar Schedule projects, appointments, and milestones. View the SharePoint Server 2007 calendar next to your Outlook 2007 calendar, or overlay both calendars to see all items at once.
Task List Assign project duties and track them to conclusion. Team members can see all tasks in the Outlook 2007 Tasks window, or can view tasks assigned only to them in the To-Do Bar.
Document Library Use document libraries to preview, search, and open team documents. Team members can edit documents online or offline.
Discussion Board Discuss topics with team members. E-mail discussions require participants to find and sort messages, but Discussion Boards isolate messages for easy tracking.
Contact List Stay in touch with team members and important people outside the team. As one member adds contacts or edits them, the entire team gets the new information.
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Business Performance Reporting
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SharePoint 2007 RSS Feeds

• RSS (Really Simple Syndication) is a method of
  publishing and distributing content on the Web
• When you subscribe to an RSS feed also known as
  a news feed you receive an update every time
  the publisher releases new content
• Content stored in any site list or library can be
  distributed through RSS you can use a Document
  Library, Picture Library, Task List, Contact
  List, Calendar, or Discussion Board

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Integrated Search2007 Office System

• Connect to unstructured structured information
• Single solution for sites, shares, team sites,
  public folders
• LOB system search with the Business Data Catalog
• Easy-to-use syntax and filters for refining
  search queries

• Identify people with knowledge and experience
• People Search results grouped by social distance
• Auto-populated personal profiles
• Customizable My Site portals

• Manage secure your search solutions
• Relevance tuning using Authoritative Sites
• Out-of-the-box reporting and analytics
• Customizable query-time security trimming

Managementand Policy

• Deploy search as an infrastructure investment
• Desktop and business application integration
• Customizable query and results experience

Integration
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Excel Services
Thin renderingin browser
View and Interact
Author and Publish Spreadsheets
Open Spreadsheet/Snapshot
Web ServicesAccess
Authoring
Exploration and Consumption
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Office Server Enterprise CAL

• Excel spreadsheet web publishing
• Excel services BI
• Business data catalog and web parts
• Report Center
• Key Performance Indicators
• Filter Web Parts

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College Initial DeploymentXxYxZ Farm (a typical
medium configuration)
Logical
Physical

• Servers 1 2
• Content Sites
• SSP
• SSP admin site
• Shared services (-)
• Shared web services
• Server 3
• SSP
• Shared service (Index)
• Shared service (Excel)
• Shared web services (Excel)
• Shared web services
• Central Admin
• Server 4 5
• All databases

Load balanced servers
Web front endApplications (-)
Application server (Index)
Applications (-)
Clustered SQL server
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SharePoint Data Communications
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Suggested Data Limits
Object Scope Guideline
Site collections Database 50,000
Web sites Site collection 250,000
(sub) Web sites Web site 2,000
Lists Web site 2,000
Items List 10 M
Documents Doc Library 2 M
Documents Folder 2,000
Document size File 2 GB
Indexed Documents (MOSS) SSP 50 M
Search Scopes (MOSS) Site Collection 1,000
Profiles (MOSS) SSP 5 M
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MOSS Search Architecture
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MicrosoftPSDemos.com
106
Applied Technologies

• Microsoft Office 2003/2007
• Microsoft Exchange 2003
• Microsoft Office SharePoint Server 2007
• Microsoft SQL Server 2005
• Microsoft Office Forms Server 2007
• Adobe Presenter 6.0 (Macromedia Breeze)

107
Intranets Are About People

• Business needs drive the implementation (ROI)
• What are the business goals?
• What do you expect to achieve?
• How will you measure success?
• Plan before you deploy address all four
  factorsPeople, Process, Training, Technology
• SharePoint is all about document collaboration
  remember that some people dont like to share
• Your IT department likely doesnt understand
  taxonomies and cultural change management dont
  expect them to be the experts on how those impact
  SharePoint or portals

108
More Information

• This slide deck is available at
  http//www.stlcc.edu/presentations/
• Email us at
• rschumacher_at_stlcc.edu
• cklimczak_at_stlcc.edu