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LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference

Wind towers in West Texas. Mansfield Dam floodgates. Canyon of the Eagles Nature Park. LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference. Business Drivers. Consolidate 5 platforms eDiscovery & Records Retention Policy

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LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference

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  1. Wind towers in West Texas Mansfield Dam floodgates Canyon of the Eagles Nature Park LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference

  2. Business Drivers • Consolidate 5 platforms • eDiscovery & Records Retention Policy • User Document Management & Collaboration

  3. Approach: Basic Strategy • Soft Rollout/Early Adopters • Managed / Gradual Implementation • Over-communicate to Middle Managers (especially Face to Face) • Utilize Super Users & established Communications channels

  4. Approach: Data Governance • My Sites to replace personal drive shares • Available storage: • Site quota = 500 MB • File size < 100MB • Vault items don’t count towards site quota • File types to avoid: • Access databases • Files with dependencies, e.g. linked spreadsheets • Media files • Source control • Files > 100MB

  5. How we “rolled(out)” training • Demos • Company wide meetings • Classroom • Training by request (1-1; dept) • Site visits • Open Houses

  6. VISIBLE Advocates Steering Committee Project / Change Management Managers & Supervisors SMEs

  7. As a Result of Involvement • Trust was reinforced between upper management and workers • Metrics were improving • Users were starting to understand capabilities

  8. Driving Adoption Summary • Active & Visible Sponsorship/Advocacy • Use Metrics • Make it a performance goal • Reward early adoption • Communication Vehicles • Training, Open Houses, Traveling shows, demos • Staff meetings, All Hands Meetings, etc. • Blogs • Lead by Example (Walk the Talk) • Use the tool • Show what’s in it for them

  9. Records Retention • Records management category review: from 100 to 10 • Three primary categories:

  10. Lessons Learned: Communication • Clarity on the Business Drivers • Why we migrated • Benefits to employee • Define a formal feedback process

  11. Lessons Learned: Training • Consider mandatory training • Underestimated the learning curve • More targeted training needed, i.e. save files, search sites

  12. Lessons Learned: Teams • Steering Committee – right level, right people • Select SME and super users who are engaged • Talking points – worked well when delivered and passed down

  13. Questions?

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