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Using SharePoint as a Collaboration Tool

Using SharePoint as a Collaboration Tool. Matthew Zimmerman UT Southwestern Medical Center May 27 th , 2011. Agenda. What is SharePoint? Goals Before SharePoint? Challenges/Issues Encountered Assessment. SharePoint. Microsoft Web Application Platform Intranet Portal

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Using SharePoint as a Collaboration Tool

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  1. Using SharePoint as a Collaboration Tool Matthew Zimmerman UT Southwestern Medical Center May 27th, 2011

  2. Agenda • What is SharePoint? • Goals • Before SharePoint? • Challenges/Issues Encountered • Assessment

  3. SharePoint • Microsoft Web Application Platform • Intranet Portal • Content/Document Management • Blogs, Wikis, Discussion, Workflows.

  4. Goals • Facilitate communication and access to information • Provide a single, secure and reliable access point to the Library’s internal information • Streamline the management and distribution of documents • Streamline internal workflows

  5. Before SharePoint • Multiple logins • Need to learn multiple applications • Some applications difficult to use • Difficult/time consuming to find information

  6. Implementation • Task force formed January 2007 • Survey Library staff • Environmental scan (e.g. Confluence, Drupal, Joomla, SiteScape, SharePoint) • Download and test products • Decided on SharePoint • Launch site on April 2008

  7. Why SharePoint? • Top Five Staff Requests: • Search site and documents • Email notifications • Calendars • Integration with Windows Login • Site Directory

  8. StaffWeb Site Map

  9. Main uses • Staff Blog • Unit Sites • Team Sites • Calendars • Strategic Planning

  10. StaffWeb Tour

  11. StaffWeb Tour

  12. StaffWeb Tour

  13. StaffWeb Tour

  14. StaffWeb Tour

  15. StaffWeb Tour

  16. What we like • Robust/scalable • Network drive searching • Workflows (calendar/strategic planning) • Staffblog • Windows

  17. Challenges/Issues Encountered • Customization of the interface • Calendar issues – integration with GroupWise, calendar merging

  18. Assessment • Began assessment of StaffWeb’s effectiveness and value added to Library in 10/08.

  19. Assessment - Quantitative • LinkBase 2007 (pre-StaffWeb) • Home page visits/day: 41 • No. of internal blogs: 17 • Blog authors: 16 (31% of staff members) • StaffWeb June 2008/June 2009 • Page requests/day: 782 / 843 • Distinct users: 57/59 • No. of searches: 301/329 • No. of internal blogs: 18 • Blog authors: 43 (83% of staff members)

  20. Assessment - Quantitative • Average requests per day over past 30 days: 694 • Distinct users over past 30 days: 56   • Queries Over Past 30 Days: 200

  21. Assessment - Qualitative • 11/08 SurveyMonkey survey • 86% staff members responded • 6 questions

  22. Assessment – Qualitative (cont.) StaffWeb effectiveness ratings:

  23. Assessment – Qualitative (cont.) • Usability testing using TechSmith Morae software • 6 Library staff members with differing technical skills invited • 13 tasks and some open ended questions • Findings consistent the general SurveyMonkey survey results

  24. Assessment - Outcome • Outcomes attributed to the deployment of StaffWeb • Improved Library staff communication without clogging up mailboxes • Fostered sense of content ownership • Bring staff up-to-date with Web 2.0 technologies • Freed DSTP staff to work on other priorities • Consolidated information silos resulting in secured and easy access • Enabled single search across multiple repositories • Streamlined workflows for a number of tasks (e.g. time-off request, strategic planning submission and tracking

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