12 Months of Technology Campaign

Presented to:NLIT

Lara JamesWeb Developer

Knoxville, TNJune 2, 2009

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The purpose of the campaign…

• To deliver free, 1-hour information sessions to better acquaint ORNL staffwith new and exciting technologies thatare relatively new to the Lab.

• Find a “champion” for each Directorate to help promote both attending the sessions, and using these new technologies.

• Provide each Directorate a particular date for training.

The Office of the CIO is covering the cost for this campaign.

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Original Topics vs. Current Topics• Portal in general

• IM & Desktop Video Collaboration

• Search Engine

• Office 2007 / Vista

• SharePoint Document Library

• User created workflow

• Live Meeting

• Mobile Technologies

• MySites and blogs

• VoiceOver IP

• Expertise Location

• Unified Messaging

• January: Live Meeting

• February: Office 2007 & Vista

• March: Macs in the ORNL Environment

• April: SharePoint Basics

• May: SharePoint Advanced

• June: MySites and Blogs

• July: IM & Desktop Video Collaboration

• August: Mobile Technologies

• September: Cyber Security at ORNL

• October: TBD

• November: TBD

• December: Make-up sessions for past topics

New

New

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Marketing Strategy

• Have Directorate-level POCs (our “champions”) disseminate email announcements to their directorate staff.

• Advertise announcements in ORNL Today (our on-line newsletter).

• Create posters that nicely paraphrase the topic of the month and place these in strategic places around the Lab (e.g., Main Street, Cafeteria, SNS, etc.)

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Marketing Strategy (cont’d)

• After each current topic session – close with talking about the next topic – inviting them back!

• Post 12 Months of Technology SharePoint Site URL on everything (posters, handouts, e-mail announcements, etc.).

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12 Months of Technology SharePoint Site

• Provide a SharePoint site that:– Gives them a brief introduction to the campaign.– Provides a list of technical topics that will be offered.– Provides a calendar of sessions.– Provides a link to each session incorporating links to electronic

copies of handouts, introduction slides, and detailed documentation that covers everything that was discussed during the session.

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Presentation Content

• Collect information and advice from ITSD SMEs

• Use existing IT University participant guides to help with content and flow– IT University is an ORNL site that provides a variety of ways

to receive training in IT technologies implemented at ORNL.

• QUICK Source© Guides

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Presentation Style

• Brief Introduction Slides

• 95% of the session is a demo of using the products.– Live Meeting required many ITSD staff to assist with joining and

participating in Live Meetings.

• Handouts– QUICK Source© handouts were provided for Word, Excel,

PowerPoint, Outlook and SharePoint. – Instructor-designed handouts were provided at each session

which contained some basic guidance, and links to important information.

• Each topic has a taped session and is posted on the SharePoint Site.

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January Topic: Live Meeting

Attendance: 366 StaffSessions: 18Locations: 7 various sites

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Live Meeting Lessons Learned

• Pre-testing issues:

– Found that even new systems were not configured with some necessary default settings.

– Not all systems had the same version of Live Meeting.

• Live Meeting Outlook Add-In

– Found that not all systems had the necessary Outlook add-in. These were resolved on a case-by-case basis.

• Phone Bridge

– Bruce Johnston (ITSD audio/video expert) developed instructions to configure a Live Meeting session using the ORNL conference bridge.

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Live Meeting Lessons Learned (cont’d)

• Macs and Linux users have limited functionality. The severity of limitation depends upon the browser (Safari vs. Firefox).

• Found that Mondays and Fridays were consistently poorly attended; merged some Directorates and offered sessions Tuesday – Thursday.

• This campaign was originally called “12 Months of Training.” Due to some feedback after this first session, it was decided to change the name to “12 Months of Technology” to better reflect the nature of these 1-hour information sessions.

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February Topic: Office 2007 & Vista

Attendance: 318 StaffSessions: 14Locations: 7 various sites

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Office 2007 & Vista Lessons Learned

• Some Outlook 2007 features may be different depending upon the Exchange server that the employee resides on (e.g., Out of the Office Assistant).

• The many requests to upgrade to Office 2007 on a Windows XP system helped to push this option into production.

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March Topic: Macs in the ORNLEnvironment

Attendance: 75 StaffSessions: 5Locations: 2 various sites

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Macs in the ORNL Environment Lessons Learned• Some of the these training classes turned into “gripe sessions”. We received many complaints on

“Why are we forced to use Microsoft products?”

• Received many suggestions that ORNL IT should offer support for mail clients besides Entourage (e.g., Thunderbird, Mac Mail, Opera).

• Should have “polled” the Mac community on what they would like to learn more about during this session.

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April Topic: SharePoint Basics

Attendance: 224 StaffSessions: 11Locations: 7 various sites

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SharePoint Basics Lessons Learned• Many left with a “glazed”

look on their faces.

• Sent out a survey.

• MOST comments were very favorable – but also that it was a difficult topic if you have not been using the software.

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May Topic: SharePoint Advanced

Attendance: 130 StaffSessions: 10Locations: 7 (at various sites)

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SharePoint Advanced Lessons Learned

• Much lower attendance. More advanced users attending the sessions.

• Perhaps the staff is getting tired of SharePoint topics – need to switch up the order.

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Attendance at a Glance

Live Meeting Office 2007/Vista

Macs at ORNL

SharePoint Basics

SharePoint Advanced

0

50

100

150

200

250

300

350

400366

318

75

224

130

12 Months of Technology

Attendance

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Sessions Have Generated Interest/Work!• Polled Tier 1 and Tier 2 Desktop support staff:– Large number of orders for cameras from the Live Meeting sessions.– Large number of requests for upgrading their system from Windows XP

to Vista.– Our Mac expert saw an increase in calls from users asking about Live

Meeting, Entourage upgrades, etc. Personally received many requests to come speak to smaller groups individually, including Division-level staff meeting.

• Personally received many requests to come speak to smaller groups individually, including Division-level staff meeting.

• Received many comments on how glad they were that ITSD was offering these classes – that it was of great benefit.

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What’s next?

• This summer brings the remaining migration of Exchange 2003 mail users to Exchange 2007. This could peak interest again in Office 2007.

• Continue to work with the on-site training group so that together, we can develop the most robust training program possible.

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Wrap Up: SharePoint Site Review

http://portal.ornl.gov/sites/itms/12months