Why SharePoint?

A Librarian in a BT World1SHAREPOINT IS NICE NICE BABY!

2The ChallengePURCHASE AND INSTALLATION OF A SYSTEM IN RMB BY BT (Business Technology) THAT WAS NOT BEING USED OPTIMALLY DUE TO A LACK OF USER ADOPTION

3Why wasnt it adopted?No 1. People dont like change!

But more to it than that

4Why wasnt it adopted?SharePoint installed Intranet Platform The VaultBT technical backup, handling Projects as and when they occurred. Backlog.Corporate Marketing Look and FeelFew users who knew what was what and got on with itGeneral population: Who knew what SharePoint could do?If you dont know what it can do you dont know how it can help you!No go-to person that people knew aboutGAP USER EDUCATION AND INFORMATION, HELP AND GUIDANCE

5Whats SharePoint?

The business collaboration platform for the enterprise and the webAllows individuals in an organization to easily create and manage their own collaborative Web sitesSimplifies how people find and share information across boundaries, and enabling better informed decisionsHas capabilities toEnhance Document ManagementPromote better collaborationImprove reportingAutomate business processesIntegrate with existing tools

6More good Stuff! Individual groups can have a collaborative web siteAccess can be limited to the team and appropriate stakeholdersRelevant information can be centrally stored and maintainedCommunications can be streamlinedRepetitive, time consuming tasks can be automated Relatively easy to use IT intervention is minimalBased on familiar tools and technologies: Web, Windows, Microsoft Office7What 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.

8The SolutionSolution 1 Creation of Vaultmaster RoleSolution 2 User Education

USER ADOPTIONNOVA Open the Vault after seeing how useful it could be when working on the InfoZone site. Why werent people using it? Not taking advantage of the opportunity.

September 2011 Create Vaultmaster roleRegistered it as a Project so that would have resources.

9

10

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.

Tracking of sites/requestsUniform designProvide training and supportSingle source of information for SharePoint related enquiriesDedicated person to support site and take care of the little peopleCentralisationE.g discovered there were 3 equities sitesDuplications between Quick Links, A-Z etc.General clean-up/governanceProvides an interface between users and developers Changed the perception of an Intranet no longer static, the Vault is interactive everyone can control their own documents. A living thing!

11Benefits:Tracking of sites/requestsUniform designProvide training and support - Single source of information for SharePoint related enquiriesDedicated person to support site and take care of the little peopleCentralisation of documentationProvides an interface between users and developers Changed the perception of an Intranet

12SOLUTION 2 - Increased SharePoint usageBenefits:Making the most of money already being spentCost reduction (storage space) Email attachments Risk reduction better transparency, informed workforce, correct versionAnalysis of client needs and Usable and meaningful sitesTime saving (workflow for mundane repetitive tasks) and better collaborationImprove and enhance document sharing and findability13Who 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 HeadingsList and Library Structure think of Catalogue structures, just using the same methodologies in Document ManagementThis is stuff we have dealt with for centuries but it is new to BT. Aligning to corporate strategyGetting to know and analyse the business needs reference interview? Think of constructing a search strategy using boolean makes us think logically. (pre Google obviously!)

14New BT titlesInformation 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.

15Chief Data OfficerTechnical 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.16Scary?What comes along with the challenge is the responsibility.2013 installationupdatesNew look and feelDifferent functionalityDesired vs Undesired result

17How do you eat an Elephant?

Not a small task Trying to change the way people work in their daily routinesScared of It Always done it this wayLack of trust18STEPS FOLLOWEDMail 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.

Emails sent out periodically highlighting aspects of how SharePoint can be used. (see RAP sheet)Created Vault Wishlist to log these responses:Meetings set up with Site owners to share knowledge (see RAP sheet)Start Small. Identify grass roots users working from the bottom up.

19 Solutions implemented

Brag List 1: Changes that have been enabled with the help of the VaultMasterTania Green Annual Subscription Payments Document Management Site for STC TeamKaren Leo Easy TravelJaron Meyerson RMB Global Markets on Twitter

Total NPV of R6 851 063.00!

20BRAG LIST 2 Reduction in Time and archiving mail Users no longer send documentation over e-mailBT no longer needs to archive these attachments in e-mail Solutions implemented (cont)

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!

Case Study Fiona Massey. People had to phone and request. Previously she would email presentations back and forth.Set up SP site for presentations links can be sent and people can do things for themselves. By changing the master slides, each presentation is automatically updated with the correct information. Average size of emails archived each day 25 GB (25600 x .30) = R7 680 10th = 768 x 365 = R280 320 per year.Time saved by Fiona in updating one slide rather than multiple.

Analysists Reports, Dameon Butilis, Fiona Massey21Whats NEXT?Desk drops and launch of new look and feelTo the Point educational site Training videos, Helpful documents, Lessons LearntTraining sessions and brown bag lunch sessionsMeetings with department headsMonthly discussion and educational meetings with Champions and site owners.To the Point specified slot on RMB Channel

22POPI?MetrofilePROBLEM Documents sent to Metrofile and nobody taking responsibility for destruction = massive waste of money. POPI legislation.http://thevault/about/RMBSC/sec2/Lists/Metrofile/AllItems.aspxInstead 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) 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 .

23What 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.

Di & Teamjust end usersrealised the benefits for own BUWanted to share with other BUsSharePoint Administration/Support as no part of role as Library Manager

24Someone has to make the first move and then the rest will follow. First Follower- Leadership Lessons from Dancing Guy.mp425RMB HaD SharePoint installed but it is taking the first follower and those that join the group to show the way toAnd the project team is working to make it even better!

26null80091.43