SharePoint Planning Tool Heartland Community College October 30, 2012 Doug Minter Chief Information Officer (309) Lydia Cochran Manager of IT Training and Software Services (309)

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 Information governance and compliance requirements Increased # of stakeholders Increased # of stakeholders Increased value to organization Increased value to organization Collaboration and Workspaces Departmental Portals Enterprise Portals Enterprise Repositories Enterprise Content

What is SharePoint?

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-BoxCustom Work SpacesWork Center Daily, Weekly, Monthly, Annual Recurrences Term Recurrence (based on academic calendar) People PickerTeam Builder Web Part AlertsNew Work Item Alerts Security - Many Permission Levels Security – Only 3 Permission Levels

Number of Workspaces Created May June July Aug Sept Oct TOTAL306 Number of Unduplicated Team Members ~350 Adoption

VIDEO: How is SharePoint Used?How is SharePoint Used? VIDEO: What do you like about SharePoint?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 Minter Chief Information Officer (309) Lydia Cochran Manager of IT Training and Software Services (309) Special thanks to Tom Corcoran, Media Technologist, for his assistance in developing this presentation.