SHAREPOINT IS NICE NICE BABY! • • THE CHALLENGE PURCHASE AND INSTALLATION OF A SYSTEM IN RMB BY BT (Business Technology) THAT WAS NOT BEING USED OPTIMALLY DUE TO A LACK OF USER ADOPTION WHY WASN’T IT ADOPTED? No 1. People don’t like change! But more to it than that… WHY WASN’T IT ADOPTED? • SharePoint installed – Intranet Platform “The Vault” • BT – technical backup, handling Projects as and when they occurred. Backlog. • Corporate Marketing – Look and Feel • Few users who knew what was what and got on with it • General population: Who knew what SharePoint could do? • If you don’t know what it can do you don’t know how it can help you! • No “go-to” person that people knew about • GAP – USER EDUCATION AND INFORMATION, HELP AND GUIDANCE WHAT’S SHAREPOINT? • The business collaboration platform for the enterprise and the web • Allows individuals in an organization to easily create and manage their own collaborative Web sites • Simplifies how people find and share information across boundaries, and enabling better informed decisions • Has capabilities to • • • • • Enhance Document Management Promote better collaboration Improve reporting Automate business processes Integrate with existing tools MORE GOOD STUFF! • • • • • • • • Individual groups can have a collaborative web site Access can be limited to the team and appropriate stakeholders Relevant information can be centrally stored and maintained Communications can be streamlined Repetitive, time consuming tasks can be automated Relatively easy to use IT intervention is minimal Based on familiar tools and technologies: Web, Windows, Microsoft Office WHAT WENT WRONG? • SharePoint is a very different beast in that control of sites can be handed over to the power users. It should be user driven not BT driven - completely different mindset for BT from what they are used to. THE SOLUTION Solution 1 – Creation of Vaultmaster Role Solution 2 – User Education USER ADOPTION SOLUTION 1 - HAVING A VAULTMASTER “EVANGELIST – THE PUBLIC FACE OF SHAREPOINT IN THE ORGANISATION; TO DEMO AND EVANGELISE SHAREPOINT TO EFFECT GOOD USER ADOPTION; TO PROVIDE SPECIALIZED APPLICATION CONSULTING SERVICES WITH REGARDS TO INFRASTRUCTURE AND WEB CONTENT MANAGEMENT SERVICES PROVIDED BY SHAREPOINT. Benefits: • • • Tracking of sites/requests Uniform design Provide training and support - Single source of information for SharePoint related enquiries • Dedicated person to support site and take care of the “little people” • Centralisation of documentation • Provides an interface between users and developers • Changed the perception of an Intranet SOLUTION 2 - INCREASED SHAREPOINT USAGE Benefits: • Making the most of money already being spent • Cost reduction (storage space) Email attachments • Risk reduction – better transparency, informed workforce, correct version • Analysis of client needs and Usable and meaningful sites • Time saving (workflow for mundane repetitive tasks) and better collaboration • Improve and enhance document sharing and findability WHO BETTER THAN A LIBRARIAN TO GET INVOLVED WITH THIS? • Taxonomy – ring a bell? • Categorisation of documents, Keywords and teaching people how to do this – think Dewey, Think Subject Headings • List and Library Structure – think of Catalogue structures, just using the same methodologies in Document Management • This is stuff we have dealt with for centuries but it is new to BT. • Aligning to corporate strategy • Getting to know and analyse the business needs – reference interview? Think of constructing a search strategy using boolean – makes us think logically. (pre Google obviously!) NEW BT TITLES • Information manager • Most CIOs know how many petabytes or terabytes of information they store, yet few can explain the value of information, how it's leveraged as an enterprise asset, or how it creates competitive advantage. Just as the CFO uses the company's financial assets to create value, so the CIO should help the organization use information assets to create value. But whereas the discipline for managing and measuring financial assets is well-established, IT and business managers face a challenge to create a disciplined framework for turning information into a strategic asset and measuring its impact on the enterprise. Gartner believes that to fully exploit information, companies need to assign personnel to manage it. The future role of "information professional" will be different to that of established IT roles. Those in the role will be unlike anyone employed by line business units, because they will need to have a combination of domain expertise and technical knowledge, combined with an understanding of information classification and organizational techniques. Chief Data Officer Technical information management background is not always needed, and may sometimes be an impediment] Demonstrated knowledge of data structure; information systems/tools, and related software and data management; enterprise content management, and record-keeping policies and practices in a complex organizational environment. Broad experience in multiple domain areas, such as data warehousing, business intelligence (BI), data governance, data architecture, data integration, data classification, data strategy, data quality management, data security and privacy, MDM, data standards, regulatory compliance and enterprise architecture frameworks. SCARY? • What comes along with the challenge • 2013 installation…updates • New look and feel… • Different functionality… • Desired vs Undesired result… is the responsibility…. HOW DO YOU EAT AN ELEPHANT? • Not a small task • Trying to change the way people work in their daily routines • Scared of It • Always done it this way • Lack of trust STEPS FOLLOWED • Mail Blasts promoting functionality – pointing out time saving advantages, better efficiency etc. • Created BU Vault Wishlist • Knowledge sharing meetings with Site owners (once we were able to identify them!) Start Small. Identify grass roots users – working from the bottom up. SOLUTIONS IMPLEMENTED Brag List 1: Changes that have been enabled with the help of the VaultMaster • Tania Green “Annual Subscription Payments” • Document Management Site for STC Team • Karen Leo “Easy Travel” • Jaron Meyerson “RMB Global Markets on Twitter” SOLUTIONS IMPLEMENTED (CONT) BRAG LIST 2 – Reduction in Time and archiving mail • Users no longer send documentation over e-mail • BT no longer needs to archive these attachments in e-mail Current Scenario in BT: Average size of emails archived each day 25 GB (25600 @30c a meg) = R7 680 If this innovation can reduce this by 10% a day = 768 x 365 = R280 320 per year. If we make this cumulative, the numbers just get too big to mention! WHATS NEXT? • Desk drops and launch of new look and feel • “To the Point” educational site Training videos, Helpful documents, Lessons Learnt • Training sessions and “brown bag” lunch sessions • Meetings with department heads • Monthly discussion and educational meetings with “Champions” and site owners. • “To the Point” specified slot on RMB Channel POPI? METROFILE • PROBLEM – Documents sent to Metrofile and nobody taking responsibility for destruction = massive waste of money. POPI legislation. • • http://thevault/about/RMBSC/sec2/Lists/Metrofile/AllItems.aspx • Form is printed off to go into the box. Two people from RMB are selected as being responsible for each document. Workflows can be created to alert people as to when their items are coming up for destruction. • Currently exploringlink through to the Appointments/Resignation system so that managers can be notified when one of the contact people within their area leaves or gets transferred . Instead of manual forms, the items are entered into the Metrofile list – the retention period is pulled through from the FSR recommended periods (can be changed to POPi at a later date) WHAT HAS BEEN ACHIEVED. • The creation of the Vaultmaster Role has now become a full time position – no outside appointment was needed and significant value has been given to the Business Units in the short time its been active. • Little by Little, helping people to move away from shared drives to a more flexible and better document storage method. • What this initiative did NOT do: • Introduce SharePoint technology into the bank (Mike Keegan, KM Project) • Take over Ownership and management of SharePoint – remains in BT. SOMEONE HAS TO MAKE THE FIRST MOVE… AND THEN THE REST WILL FOLLOW. • First Follower- Leadership Lessons from Dancing Guy.mp4 RMB HAD SHAREPOINT INSTALLED BUT IT IS TAKING THE FIRST FOLLOWER AND THOSE THAT JOIN THE GROUP TO SHOW THE WAY TO And the project team is working to make it even better!