Datatel Portal Overview Gayle Jaacks, Business Practices Manager

Datatel Portal Agenda 1:00 – 1:15 Introductions 1:15 p.m. – 2:30 p.m. –Datatel Portal Overview –Portal Terminology –Templates and Delivered WebParts 2:30 p.m. – 2:45 p.m. Break 2:45 p.m. – 4:00 p.m. –Datatel Portal Features and Functions –Other Colleges – Cool Ideas! –Implementation Best Practices –Q & A 9:30 am - 11:00 am - Portal Overview 11:00 am – 11:45 am Discussion 12:00 – 1:30 Lunch 1:30 – 3:00 Project Charter Project Goals & Objectives Project Scope Global Timeline & Implementation Sequencing

Datatel Portal Overview Portals & SharePoint Portal Terminology What is delivered with Datatel Portal? Constituencies & Audiences Collaboration Sites vs. Information Sites Datatel Web Parts Other Institution Samples Services

PORTALS Web Portals, Enterprise Portals, SharePoint

What is a Portal? “A web portal is an access point to information under a unified theme, which is to say a similar look and feel.” – About.com “A web portal is a site that functions as a point of access to information on the World Wide Web. Portals present information from diverse sources in a unified way. Aside from the search engine standard, web portals offer other services such as news, stock prices, infotainment and various other features. Portals provide a way for enterprises to provide a consistent look and feel with access control and procedures for multiple applications, which otherwise would have been different entities altogether.” – Wikipedia.com

Top 10 Web Portals

What is SharePoint? SharePoint is… Microsoft SharePoint Products and Technologies –Windows SharePoint Services (WSS) –Microsoft Office SharePoint Server (MOSS) 2007 An extensible and scalable web-based platform A platform that allows business applications to better store, share, and manage digital information A set of tools and technologies that empowers business users to create, deploy, and manage team websites

SharePoint

SharePoint Features Features include the following: Documents can be centrally created, stored, and managed. Web content can be managed using page layouts and master pages to create reusable templates Information and processes can be accessed by using Excel Services and InfoPath Information can be targeted by using audiences and users can personalize their site including the ability to have their own personal “My Site”

Features of the Datatel Portal Datatel’s Portal seamlessly brings together people, systems, and information, enabling your institution to overcome everyday challenges and transform relationships at every level. Single Sign On Colleague Integration Document Management Personalization Tools for collaboration Enterprise Search Web Content Management

PORTAL TERMINOLOGY A New Vocabulary

Base Terminology – Web Parts Unread Messages Web Part This notifies you of your unread messages from either Exchange, Google Mail or My Week Web Part The My Week web part aggregates calendar events from the user's Exchange calendar and Colleague. My To Do Web Part- The My To Do web part displays items that are assigned to the user in Colleague's Workflow Management System and the institution's Microsoft Exchange task system. WebAdvisor Web Part The WebAdvisor web part allows access to WebAdvisor from within the portal. Only items that the user has access to appear on the menu.

Base Terminology - Constituency Constituency - Constituencies are groups of users who have similar needs regarding which web parts and which page layout they see on their home page. Constituency Site - Each constituency has its own SharePoint site in the portal. Each constituency site can have a unique set of web parts, layout, and appearance.

Constituencies vs. Audiences Constituencies are a tailored home page (or landing page) for different groups on campus. Some benefits are: –Unique layout of web parts –Add/remove web parts –Unique personalization abilities –Secure content to constituency –Memberships are maintained out of Colleague

Constituencies vs. Audiences Audiences are a grouping of users that can be “targeted” information on the portal. Some benefits are: –Reduce the amount of content that is not important to you –Memberships are maintained out of Colleague

What can you do with Constituencies & Audiences? Create your own constituencies Post content for one constituency, or Post content once for all constituencies Target content on a constituency to an audience Target content for all constituencies to an audience

Base Terminology – Team Sites Class Sites Site dedicated to a course section. Populated from Colleague. Social Sites Site dedicated to Campus Organizations. Populated from Colleague Campus Organizations. Department Sites Site dedicated to departments or related groups of people. Populated from Colleague. Information Sites Sites dedicated to providing portal members information on specified topics, ie Human Resources, Financial Aid, Student Activities

Faculty Portal View

Student Portal View

The Student’s Perspective Information tailored for me Relevant new and events Integration with social media One location for everything Ease of use

Course Team Site Extends the classroom to virtual collaboration. Integrated, real time information Faculty ease of use

Social Team Site Student engagement Collaboration Integration with social media.

WHAT IS DELIVERED? Portal

Datatel Portal The Datatel Portal is built upon Microsoft SharePoint and is designed to leverage the power of Datatel Colleague and the wealth of information it contains about an institution. –Delivered with the Datatel Portal are six constituency templates. –The Portal also comes with three team site templates. –There are also numerous web parts that Datatel delivers with the Portal.

Collaboration Sites

Constituencies

Delivered Templates and Constituencies Constituencies delivered templates for: –Faculty –Staff –Students –Executives –Other

Delivered Web Parts Web Advisor SSO FRx SSO Business Objects SSO News Campus Events Weather MS Exchange 3rd Party POP3/IMAP My Team Sites My Week Bookmarks My Local Applications UI Web Announcements RSS Feeds Picture of the week Create class site from Colleague Create social site from Colleague Create department site from Colleague Create Targeted Messaging from Restrictions

Delivered Functionality Web Advisor Portal Search Targeted Announcements Restrictions to Create Targeted Messaging Campus News Campus Events Integration Global Application links per constituency Informational Sites

My Week, My To Do, and My Team Sites My Week gets information from both Outlook and Colleague class schedule Anything that requires rebuilding the schedule/calend ar Team sites come from Colleague as well as can just be built in ActiveCampus Porta l My To Do gets information from Outlook and Colleague WfMS

Applications and WebAdvisor Applications provide single sign on capabilities Can include other applications not listed above May be in applications area but still not be single sign on Opens WebAdvisor inside the portal Uses single sign on Allows for tabbed usage inside portal

Notifications Comes from PERC New set up form behind REST Minor changes to PERC, ACDR, and REST Can link to WebAdvisor process or outside link

Datatel Portal

Example Site

Context area ID Card Header information … Task Area Forms UI Web 3.0 …

Context area ID Card Header information … Task Area Forms UI Web 3.0 …

Break!

Datatel Portal Implementation Best Practices

It’s NOT about the technology “Portals can help employees find information and perform their jobs, though few portal designs are optimal out-of-the-box.” “…the key issues in building a good intranet portal were political and organizational -- not technical.” “Technology accounts for roughly one-third of the work in launching a good portal.” *Intranet Portals: A Tool Metaphor for Corporate Information, Jakob Nielsen, March 31, 2003

Steps For a Successful Implementation Create Project Charter/Approach Doc Define Success Measures Create a Phased Project Plan Create an Adoption Plan Create Project Teams Create the Portal Environments Complete Training & Consulting CELEBRATE Successes!

Planning! Campus Implementation Team(s) Involvement from the entire campus is essential in the quality of the portal & achieving portal adoption  Technical Team  Advisory Team  Taxonomy  Governance  Communications  Marketing/Training  Governance Team

Adoption “ Portal projects are more likely to have a happier outcome if they emphasize user needs from the beginning, and also employ various ways to enhance user acceptance. For example, we've begun to see good use of multimedia and video clips on portal homepages; even something seemingly frivolous like a user poll can help make the portal more fun and appealing.” “…we're seeing a shift in how organizations use portals. Where portals were once pure information aggregators, organizations are increasingly using them as application organizers.” “…portal enhance collaboration within and among team as information is easily shared.” *Intranet Portals Get Streamlined, Jakob Nielsen, October 24, 2005

Critical Factors of Portal Planning Cross-Functional Participation Establish Clear Business Goals Effective Governance Standards & Practices Develop a Well Defined Taxonomy Establish an Marketing Plan Identify Communication Strategies Identify Success Measures Provide Continuous Training Retaining a Portal Governance Team

Project Approach Document Business Case, Goals & Objectives Defined Team Roles & Responsibilities Timeline Define Phases of the Project Assumptions & Constraints Risks Project Budget Communication Plan Training Plan

Datatel Portal Examples

Show a sample floor plan using a constitutency page

Forsythe Tech

Forsyth

Hillsdale College Executive Page

Portal– Hodges University

North Idaho College

Hodges University

El Camino Community College

Clackamas Community College

Hillsdale College Staff Page

Brooklyn Law School Student Page

Chaminade University Faculty Page

Datatel Portal Implementation Next Steps

It’s NOT about the technology “Portals can help employees find information and perform their jobs, though few portal designs are optimal out-of-the-box.” “…the key issues in building a good intranet portal were political and organizational -- not technical.” “Technology accounts for roughly one-third of the work in launching a good portal.” *Intranet Portals: A Tool Metaphor for Corporate Information, Jakob Nielsen, March 31, 2003

Project Approach Document Business Case, Goals & Objectives Defined Team Roles & Responsibilities Timeline Define Phases of the Project Assumptions & Constraints Risks Project Budget Communication Plan Training Plan

Datatel Services Plan Installation Colleague Integration Taxonomy Governance SharePoint Workshop Usability Testing EndUser Training

Colleague Integration Automated Constituency, Team Site, Class Site, Organization Site Creation Automated Targeted Announcements; Campus Events, Campus News, My Bookmarks and My Applications Course Section Information Department Sites & Resource Database MY Week Web Part Team Sites

Governance Create a process for requesting a site, training others and owning the site content Define Standards and Boundaries Defined expectations as to the role of Marketing/College Relations Address Policies that address “appropriate content” Create a process for addressing the various forms of Communication within the portal Approve Taxonomy Map

Taxonomy What will West Valley Mission’s site look like? –Constituencies –Class Sites –Department Sites –Organization/Committee Sites –Informational Sites –Web Parts –Calendars –MY Sites

Informational Sites (Taxonomy)

What about this information? Academic Assistance Around Town Benefits Best Practices Blackboard Bookstore Budgets Chapel Classifieds Colleague Support Computers Counseling Services Course Enrollment Day Care Department Diversity Documentation EAP Employee Handbook Facilities Financial Aid Food Forms Guides Headlines Health and Fitness Help Desk Housing How do I? Human Resources Immunizations Initiatives Insurance International Programs Jobs Library Manuals Maps Mobility Orientation Parking Pay a Bill Payroll People Policies Portal/SharePoint Print/Graphics Procedures Publications Recreation Registrar Reports Safety and Security Scholarships Sports Staff Development Staff Directory Student Organizations Student Services Supplies Support Technology Technology Innovations Testing Tuition & Fee Rates University Calendar Values Wellness

What Makes the Datatel Portal the LMU Portal? Content! Personalization  Books in Bookcase  Carpet on the Floor  Pictures on the Wall  Clothes in Closet Collaboration  People  Social Networking  Communication

Brooklyn Law School Taxonomy

Time Line 1.Form Implementation Teams 2.Install Software 3.Complete Training and Consulting 4.Develop Implementation Strategy 5.Decisions – Decisions – Decisions! 6.Celebrate Success!

Phases Phase I –Pilot Teams Student Groups –Lincoln Ambassadors –Residential Life Staff Campus Departments Information Sties Employee Committee Phase II –Employees Phase III –Students

Sample Timeline – Phase 1 (cont.) Dec.AugustSept.Nov.Oct. Discovery Session Technical Discovery Review Call Complete Project Charter & Buy-in Pilot TestingTaxonomy AD Setup & Colleague- LDAP Integration Content Contributor Training Advisory Team SharePoint Training Content Creation On-going Project Coordination Communication Strategy SharePoint Server Installation & Configuration * Timeline subject to availability of resources at the College * Decisions made at the College will impact the timeline * Datatel Portal Coordination Service can further aid the College Project Team with refining the timeline Branding July 2010 Governance Pilot Deployment Employee GO LIVE

JanuaryJuneFebruaryMarchMayApril Content Creation (7) Roll Out Planning (7) Student GO LIVE Go Live Adoption Activities (7) End-User Training Activities (7) On-Going Governance, Adoption Activities & Phase 2 Planning Post Implementation Review Portal TestingPortal Issues Troubleshooting Sample Timeline – Phase 1 (cont.) 1)ActiveCampus Portal Success Partner Service 2)ActiveCampus Portal Installation Service 3)Technical Consulting 4)Additional Technical Consulting 5)Branding Services 6)Portal Content & Taxonomy Consulting 7)AC Portal Consulting * Timeline subject to availability of resources at the College * Decisions made at the College will impact the timeline * Datatel Portal Coordination Service can further aid the College Project Team with refining the timeline

Questions?