DocuShare Replacement with SharePoint and Active Directory

What is DocuShare? DocuShare is an enterprise content management platform that has been used for several years at the University of Louisville. DocuShare Replacement with SharePoint and Active Directory

What is SharePoint? Microsoft SharePoint is a content management system that consists of browser- based collaboration and a document-management platform. It is intended to be a collaborative workspace and a tool to allow offices to move to a paperless environment and utilize workflow processes. SharePoint will replace DocuShare because SharePoint is more tightly integrated with desktop tools, SharePoint is more robust than DocuShare and is a less expensive solution (site license) for document management. DocuShare Replacement with SharePoint and Active Directory

SharePoint and Active Directory SharePoint authenticates against Active Directory. Microsoft designed SharePoint to integrate tightly with both Active Directory and Microsoft Office. When the workstation is placed into the Active Directory domain, if the user is logged into the workstation, the workstation will pass the user’s credentials to SharePoint. The user will not have to log into SharePoint. DocuShare Replacement with SharePoint and Active Directory

SharePoint Rollout Steps Implement Active Directory for each workstation Evaluate DocuShare site or content management needs Attend Active Directory and SharePoint training (provided by Information Technology) Design site and structure (Units with IT assistance) Develop security groups (Units with IT assistance) Move documents from DocuShare to SharePoint (IT) Train users in the Units (Unit) Begin to use DocuShare Replacement with SharePoint and Active Directory

What is Active Directory? Active Directory (AD) is a database of users and network resources that IT managers can use to manage security and other functions in a networked computing environment. AD has similar functionality as UofL’s existing Novell eDirectory, but AD is more tightly integrated with desktop tools such as Microsoft Office and SharePoint. DocuShare Replacement with SharePoint and Active Directory

Active Directory at UofL UofL has had Active Directory in place for several years. Systems already authenticating to AD: AxiUm (School of Dentistry) Dynamic Knowledge (Speed School) Encryption High Performance Computing Cluster iStrategy (Institutional Research) MySoft (Information Technology) SharePoint DocuShare Replacement with SharePoint and Active Directory

Centrally manage PCs placed into the Active Directory domain Improved, centrally controlled groups through Identity Management Allow distributed control over departmental groups Improved administrative reporting Active Directory Advantages DocuShare Replacement with SharePoint and Active Directory

UofL will use Active Directory in conjunction with Novell eDirectory We will continue to use Novell for file and print services We will use our existing eDirectory and Novell Identity Manager skills and expertise to manage AD through eDirectory For Now … DocuShare Replacement with SharePoint and Active Directory

IT Responsibilities Train the Tier Is for initial rollout Create an Admin group for each group of Tier Is with control to their Organizational Unit (OU) Provide tools, utilities, and support for Tier 1s to assist with workstation migration Tier I Responsibilities Decide upon a departmental prefix (for example, ADV-, COB-) Add or migrate computers into AD. The Middleware Team has a utility that will speed up the process of migrating workstations into AD Keep all workstations up to date Active Directory Rollout Steps DocuShare Replacement with SharePoint and Active Directory

Active Directory Training Schedule All sessions are held in MITC 202. To register go to: Training is reserved for Tier I Staff in units migrating from DocuShare Thursday, June 11 2:30 pm - 4:30 pm Tuesday, June 16 2:30 pm - 4:30 pm Thursday, June 18 2:30 pm - 4:30 pm Tuesday, June 23 2:30 pm - 4:30 pm Thursday, June 25 2:30 pm - 4:30 pm Tuesday, June 30 2:30 pm - 4:30 pm DocuShare Replacement with SharePoint and Active Directory

Active Directory Information DocuShare Replacement with SharePoint and Active Directory

Who has SharePoint and Active Directory Accounts? SharePointActive Directory Students Students do not get accounts in SharePoint. Accounts for Student Assistants (S26) will have to be requested. All students enrolled for 2009 Spring forward All students admitted for future terms Employees All active employees All Retirees and Gratis who have kept their GroupWise accounts active All active employees All Retirees and Gratis who have kept their GroupWise accounts active Sponsored Account Holders All DocuShare Replacement with SharePoint and Active Directory

SharePoint/Active Directory Time Line TimelineSharePointActive Directory 2008 Completed pilot project with IT March 2009 – August 2009 Units migrating from DocuShare to SharePoint September 2009 – June 2010 All other units move to SharePoint All other units January 2010 – June 2010 Broaden SharePoint’s functionality Broaden capabilities and reporting DocuShare Replacement with SharePoint and Active Directory

Questions? DocuShare Replacement with SharePoint and Active Directory