sharepoint planning tool heartland community college october 30, 2012 doug minter chief information...

SharePoint Planning ToolHeartland Community College

October 30, 2012

Doug MinterChief Information Officerdoug.minter@heartland.edu(309)268-8385

Lydia CochranManager of IT Training and Software Serviceslydia.cochran@heartland.edu(309)268-8344

• About Heartland• What is SharePoint?• Demonstration• Adoption• What’s Ahead?• Q&A

Agenda

• Last community college to be established in Illinois (1991)

• Located in Normal (~125 miles from Chicago)

• Have only had two presidents• Dr. Jon Astroth (1991 – 2010)• Dr. Allen Goben (2010 – Present)

About Heartland

• Enrollment• Credit

• Headcount = 5,324• FTE = 3,367

• Non-Credit• 16,268 across four programs/areas

• Customized Training = 318• Challenger Learning Center = 4,909• Traffic Safety School = 5,105• Community Education = 6,155

About Heartland

• Employees (839 Total)• Fulltime = 306

• Faculty = 92• Part Time = 533

• Adjunct Faculty = 194

About Heartland

• Novice or No Knowledge• User/Power User• System Administrator

SharePoint Experience?

• Enterprise Content Management System• According to Chris Beckett, SharePointBits.com

What is SharePoint?

• Information governance and compliance requirements

• Increased # of stakeholders• Increased value to organization

Collaboration and Workspaces

Departmental Portals

Enterprise Portals

Enterprise Repositories

Enterprise Content

What is SharePoint?

http://sharepoint.microsoft.com/en-us/product/capabilities/Pages/default.aspx

• VIDEO: According to Heartland…

What is SharePoint?

• Extension of Microsoft Office

• Collection of Lists and Libraries

• Empowers users to create, share and manage storage areas in lieu of network shared drives

• Storage areas (workspaces) include a variety of “web parts” to organize files and perform functions well beyond storing files (version control, co-authoring, task management, discussion boards, calendars, etc.)

What is SharePoint?

Demonstration

Out-of-the-Box vs Custom Out-of-the-Box Custom

Work Spaces Work Center

Daily, Weekly, Monthly, Annual Recurrences

Term Recurrence(based on academic calendar)

People Picker Team Builder

Web Part AlertsNew Work Item Alerts

Security - Many Permission Levels

Security – Only 3 Permission Levels

Number of Workspaces Created

May 201225June 2012 69July 201244Aug 2012 55Sept 2012 60Oct 2012 63

TOTAL 306

Number of Unduplicated Team Members ~350

Adoption

VIDEO: How is SharePoint Used?

VIDEO: What do you like about SharePoint?

Adoption

I can tell you that SharePoint has already streamlined a search process for me.  It’s been extremely convenient to be able to upload search materials to the private SharePoint worksite without making multiple copies of application materials.  Aside from eliminating the extra paper copies, SharePoint helps maintain the security of confidential materials.

Jill Blair, Dean of Adult Education

Adoption

Provided something new to learn and stimulated my brain to absorb it. While a worthy exercise from my brain, it required time. Prompted me to embrace change….in thinking and doing. While change is often necessary and worthwhile, it is awkward, inefficient, and uncomfortable at first.  The growing list of work groups and tasks on my SP “homepage” can be overwhelming at times. I am working to find ways to put that in better perspective.

Deb Gentry, Director of the Instructional Development Center

Adoption

Planning Tool Enhancements Employee Center Public Web Site myHeartland

Collaboration and Workspaces

Departmental Portals

Enterprise Portals

Enterprise Repositories

What’s Ahead?

SharePoint Governance Pyramid

Questions?

VIDEO: Do You Enjoy Using SharePoint? and How has SharePoint Changed Your Life?

Thank You!

Doug MinterChief Information Officerdoug.minter@heartland.edu(309)268-8385

Lydia CochranManager of IT Training and Software Serviceslydia.cochran@heartland.edu(309)268-8344

Special thanks to Tom Corcoran, Media Technologist, for his assistance in developing this presentation.