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COLL105: Using Wikis and Online Project Management Tools in Poverty Law

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COLL105: Using Wikis and Online Project Management Tools in Poverty Law September 12, 2008 But there is nothing preventing you from setting up you wiki so that only ... – PowerPoint PPT presentation

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Title: COLL105: Using Wikis and Online Project Management Tools in Poverty Law


1
COLL105 Using Wikis and Online Project
Management Tools in Poverty Law
  • September 12, 2008

2
Todays Presenter
  • Jeff Narabrook, NTAP Training Coordinator

3
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

4
Introduction what is a wiki?
  • A website
  • Is easily edited by multiple users
  • Provides a logical and highly navigable platform
    for storing and retrieving information
  • A cost-effective, paper-free tool

5
Pre-Training Wiki
6
Traditional Website
7
Wiki Innovation
8
Wikipedia (MediaWiki)
9
Wikis within the Electronic Pantheon
  • Wikis and Word Processers
  • Wikis provide more flexibility to change and work
    with earlier version
  • Wikis and Traditional Websites
  • Wikis edit more easily and were built to
    prioritize information organization

10
Wikis within the Electronic Pantheon
  • Wikis and Blogs
  • Wiki content creation is shared, rather than a
    single author, reader response dynamic
  • Wikis and Email and Listserve
  • Wiki captures knowledge and archives it in an
    environment optimized for easy retrieval by
    multiple users

11
Wiki Disadvantages
  • Depends on widespread user adoption
  • Can be intimidating for new users
  • Can be difficult to integrate with other common
    office software
  • Can require steep initial time input
  • Advanced functionality sometimes requires
    advanced technical support

12
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

13
Why Use Wikis in Legal Aid?
  • Cost-effective
  • Need for Collaboration
  • Data Organization and Efficiency

14
Wiki Uses In Poverty Law Community
15
Wiki as Intranet
  • NTAP
  • Georgia Legal Services Program
  • Legal Aid of Southeastern PA
  • Immigrant Law Center of Minnesota

16
Intranet
17
Wiki as Intake Tool
  • Neighborhood Legal Services (MA)

18
Wiki as Training Document Repository
  • Shriver New Legal Aid Attorney Wiki
    http//povertylaw.pbwiki.com/
  • Dozens of intranet wikis focus on the
    distribution of manuals

19
Example of Manual
20
Wiki as Community Knowledge Share
  • Massachusetts Post Foreclosure Wiki
  • Georgia Legal Services Program Food Stamp Fraud
    Advocacy Wiki
  • Michigan Reentry Law Wiki http//reentry.mplp.org/
    reentry/index.php/Main_Page
  • FEMA Answers Wiki http//femaanswers.org/index.php
    /Main_Page
  • Elder Law https//mwiki.mplp.org/erc/index.php/Mai
    n_Page

21
Wiki as Event Planner
  • Make lists
  • Assign tasks
  • Brainstorm
  • Set deadlines

22
Wikis and Statewide Websites
  • Consider wiki use in conjunction (not
    duplication) of a statewide website.
  • Wikis may be appropriate for large (manual)
    content not easily placed on a statewide website
  • Wikis may be used to develop content for a
    statewide website
  • May be used for taskforces or working groups

23
Wiki Access Models
Writer1
Writer1
Writer2
Reader
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Reader
Reader
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Reader
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24
Wiki Models Permission-Based Closed
Reader
Reader
Reader
Reader
Reader
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25
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

26
Options for Wikis
  • Visit http//www.wikimatrix.org/
  • You can pay for hosting or host it on your own
    server depending on the software
  • Which way should you go? Depends on
  • Technical expertise and available technical
    support
  • Privacy controls your program needs

27
Popular Wiki Options
  • Proprietary
  • Wikispaces
  • 5/mo for unlimited users/pages and 2 GB file
    storage
  • PB Wiki
  • Price negotiable, depends on number of users
    typically 20 nonprofit discount
  • Free For Nonprofits
  • Google Sites (will go over in next segment)
  • Free and Open Source
  • MediaWiki

28
Wiki Security
  • Open-source, self-hosted wikis can be made
    private, but may require more advanced technical
    knowledge
  • Proprietary wikis typically provide sufficient
    security and privacy for your data many will
    allow you to perform your own backups

29
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

30
The Many Faces of Project Management Tools
  • Broad umbrella of functionality
  • Depends on types of features your program
    requires for its projects

31
Common PM Tool Functions
  • Schedule
  • Record milestones
  • Construct to-do lists
  • Assign tasks to staff
  • Track time spent on tasks within a project
  • Share working drafts of documents
  • Message project members

32
Project Management Advantages
  • Organizes all aspects of a project -- people,
    deadlines, drafts, documents, chats in one place
  • Can integrate with other software and programs,
    including email
  • Sophisticated functionality easy to access

33
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

34
Project Management Tools
  • Free for Nonprofits
  • Google Sites (Google Apps component)
  • Proprietary
  • Microsoft SharePoint
  • Central Desktop
  • Basecamp

35
Google Sites
  • Wiki-intranet
  • Project management
  • Traditional web content
  • Demos http//www.google.com/sites/overview.html

36
Microsoft SharePoint Server
  • Intranet generator
  • Document sharing
  • Can create wikis and other intranet sites
  • Integrates with Microsoft Project and rest of
    Office Suite MS Project handles time tracking
    and project supervision functions
  • Software and licenses available on TechSoup

37
Central Desktop
  • Montana Legal Services Association

38
How Does MLSA Use Central Desktop?
  • Currently, MLSA tracks work and projects like
  • Administrative Tasks Track due dates for all
    administrative tasks, including grant deadlines,
    invoicing, etc., develop joint agenda for
    administrative team meetings
  • Management Team Agenda meeting and task lists,
    post confidential documents
  • Board of Trustees Meetings Track all tasks
    associated with organizing and setting up
    meetings

39
MLSA also uses to track
  • MLSA Community Outreach Project Coordinated
    outreach including mailings and materials
    regularly sent out to multiple lists can keep
    the address lists, tasks, etc. all here
  • Helpline Wiki Wiki with information for Intake
    Workers, Advice Paralegals and Casehandlers
    handling Helpline calls.

40
And..
  • Self-Help Law Unit MLSA staff in multiple
    offices share spreadsheets and plan clinics
    (MLSA does not have a central WAN.)
  • AmeriCorpsVista Project Set list of tasks and
    resources for AmeriCorpsVista Project do same
    thing every 6 months, making it perfect for
    Central Desktop

41
And .
  • Pro Se Forms Development Project multiple
    employees creating, reviewing and automating
    multiple forms
  • Indian Wills Project track work of reservation
    based student externs, and provide for knowledge
    transfer between AmeriCorps Attorneys

42
The Dashboard
  • First page a user sees when logging in to Central
    Desktop
  • Lists all of the users workspaces, overdue
    tasks, tasks due in next 10 days and recent
    activity in all of users workspaces either as a
    list of most recent activity or grouped by
    workspace

43
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46
MLSA Administrative Workspace
  • Used to track all administrative tasks,
    including
  • Grant Report Due Dates
  • MLSA Annual Meeting Preparation
  • Financial Tasks
  • Technology Tasks
  • Also used to post and edit documents, such as
    Agenda for Weekly Admin meeting

47
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49
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50
Central Desktop Digest and E-mails
  • User receives daily digest showing tasks and
    workspace activity
  • User will also be e-mailed discussions and
    comments on tasks and documents. Can reply to
    e-mail and will be posted in central desktop, or
    can go in and enter reply.

51
Technology Needs for Central Desktop
  • Computer with High Speed Internet Connection
  • Central Desktop Account (web-based, so no
    software to install)
  • www.centraldesktop.com

52
Basecamp
  • Web based
  • Monthly subscriptions for multiple projects with
    file uploads
  • Costs - (12 - 50/mo and higher)
  • http//www.basecamphq.com/index

53
Basecamp Homepage
54
Project Pages
55
Project Milestones
56
Add To-Do List
57
File Sharing
58
Collaborate Outside Your Organization
59
TechSoup Project Management Stock
  • SharePoint Server 2007 Standard Edition
  • Project Professional 2007
  • Project Server 2007
  • Project Portfolio Server

60
Why would my program want a PM tool?
  • Many poverty law staffers are involved with far
    more than casework
  • Courts on self-help initiatives
  • Working with social service agencies on outreach
    projects
  • Working with other offices on hotline development
  • Sitting on various state task forces
  • Working on staff or website committees
  • Attending statewide or regional conferences
  • Implementing some new procedure or
    technology...and more.

61
When To Use Each
  • Wiki provides a quick collaboration space for
    updatable notes, status reporting, and
    documentation.
  • PM tools provide centralized document management
    for documents that dont lend themselves to
    wikis.

62
Agenda
  • Wikis
  • Introduction
  • Wikis and Their Uses in Poverty Law
  • Options and Costs
  • Project Management Software
  • Introduction
  • Project Management in Poverty Law
  • Options and Costs
  • Successful Implementation Strategies

63
Problems with Adoption
  • Nobody uses it but me!
  • The truth iseven I dont use it!

64
Tips for Success
  • Do not deploy too hastily
  • Development your content so that it can be useful
    from the start
  • Train your users
  • Assign responsibilities
  • Content leaders
  • Technical support team

65
Tips for Success
  • Standardize use
  • Start a policy to wean yourself off email
  • Meeting agenda and minutes
  • Document sharing
  • Organization-wide announcements

66
Questions or Comments?
  • Thanks for attending!
  • You will be getting a post-webinar survey please
    use this as a way to help us improve our
    trainings to best serve the poverty law
    community.
  • Contact information Jeff Narabrook
  • jeff_at_lsntap.org
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