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SharePoint at DNR

Washington State Department of Natural Resources. SharePoint at DNR. Intranet – slow roll out. Started with pilot region and division Stay as much out of the box as possible 3 DNR IT Consultants provide support along with 2 server guys Find an owner for each region and division

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SharePoint at DNR

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  1. Washington State Department of Natural Resources SharePoint at DNR

  2. Intranet – slow roll out • Started with pilot region and division • Stay as much out of the box as possible • 3 DNR IT Consultants provide support along with 2 server guys • Find an owner for each region and division • Site collection grew to 40 GB – 200 sites, in < 2 years

  3. After… Internet SiteBefore…

  4. After … Before… • About 900 pages • 1800+ unique documents – and growing • 30 trained web editors • 20 template pages • Consistent navigation throughout site • Content approval enforced by workflow • Created once and shared across audiences • About 5000 pages • Zillions of documents • 80 – 100 web editors • Many different web tools • Valiant attempt at consistent navigation • Loose enforcement of content reviews • Redundant content

  5. The Easy Stuff The Hard Stuff • SharePoint • Color choices • Label choices • Deconstructing the old site • Asking for more time and more money • First attempt at launch • Internal adoption • Engaged executive sponsors • Collaborative contractors • User research results • Second attempt at launch • External acceptance

  6. Results

  7. Results www.dnr.wa.gov Wendy Huff wendy.huff@dnr.wa.gov

  8. TSDC – Timber Sales Document Center • 32 TRUST BENEFICIARIES, The principal source of this revenue is from the sale of timber • DNR produces 250 timber sales per year with a revenue stream of approximately 200 million dollars • Paperwork load is extremely heavy and time consuming • Forms change often • Document reviews need to take place from many locations • Need corporate memory

  9. TSDC – Timber Sales Document Center • Workflow creates SharePoint site for timber sale • Permissions transferred from existing Oracle application • Creates and launches Oracle Report - displays Oracle data • Link to mapping system • Master document library • Field notes and compliance document library

  10. TSDC – Timber Sales Document Center • Custom workflow uses 3rd party tool to build a PDF review packet that is stored on SharePoint

  11. TSDC – Timber Sales Document Center • Sale Closeout workflow cleans up site - deletes desired documents and versions • System uses: • MS Office – Including InfoPath • Adobe Acrobat • SharePoint • Oracle database • Cost = $150,000 • Planning for next phase – more integration with existing applications and data

  12. Intranet moves forward • Started with changing home page only – move entire intranet later • Most agency communication here – no more all-DNR email • Homepage owned by Communications Group • Fewer emails with attachment$

  13. Water Type Modification Tracking • Was time consuming process that utilized the US Mail • Easily give permissions to many work groups • SharePoint, Excel, and Adobe Acrobat - Scanner

  14. Water Type Modification Tracking • Custom Workflows set ID, link to scanned document, map and FPA

  15. Forest Practice Enforcement Tracking • Replaced old FileMaker Pro database – MS Access ??? • Permissions easily dealt with easily

  16. Forest Practice Enforcement Tracking • SharePoint column types - data consistency • Created Views for reporting

  17. SharePoint at DNR – What’s Next? • Implement Corasworks • Break up content database • Move remainder of intranet • Test helpdesk solution • Test training solution • Install ETAR into production • ??? Due to staff cuts Dave Wischer david.wischer@dnr.wa.gov 360-902-1367

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