Rice’s 3-in-1 Wiki February 22, 2008 Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

With limited staff and funding resources, what documentation tool could be implemented quickly, rapidly deployed to a wide audience, would require little to no training, and yet be embraced enthusiastically? At Rice University, a wiki-like application was researched, tested and successfully implemented across the campus in less than one year. Need a documentation and/or knowledge management solution for your institution? Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

What’s a wiki? Check out Wikipedia: Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Pain Points Out-of-date documentation No documentation Bottleneck to get docs and edits published on web Timeliness –Ephemeral and urgent information only good until the next virus, patch or update Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Why wiki? Heard it through the grapevine Heard it was successfully utilized by another IT group Heard additional IT constituencies were looking at wiki – Disaster Recover and Business Continuity info, easy access but keep IT-eyes only Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Why wiki ? – part 2 a)We’re cheap! b)No training or at least minimal training c)Immediate inclusion of multiple editors d)Fast ramp up e)Searchable f)Extensibility g)All of the above Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Why Confluence? Systems, Architecture and Infrastructure (SAI) group began using a wiki, but knew it was not their final solution Set up team to investigate other wiki solutions, list specs All systems had problems, Confluence solved most of them –Authentication –Groups –Permissions Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Timeline November 16 – Committee formed, meets first time, outlines spaces and permissions December 12 – Pilot tool almost ready; list items to test (create page, edit, move, etc.) January 23 – Committee testing, writing pages; TREES! February 13 – Testing by IT staff begins March 27 – all test contributions were legitimate; test site pages will be archived, rolled into production site April 2 – It lives! Production version in place for IT June 11 – Announced to public Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Challenges Polar opposite opinions within working group –Trees –Search –Rules –Vetting, trust issues –Speed vs spell-checking –What to seed first –Acceptance inside IT Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Diamonds and Coal Diamonds –Multiple editors –News announcements (blog) –RSS feeds –Contagion (it just took off!) Coal –Skinability, minimally adequate –Inability to backdate news Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Want a wiki for public documentation? Navigation structure Cognitive Styles Search Key Words –Auto-generate index page from key words Content authors, maintainers, gardeners Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Want a wiki for internal documentation? Fear factor –What to put in –How to put in –Will someone else criticize my attempt? Who can edit me/us? Structure builds confidence Trust issues Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Don’t be a pioneer, use our map Create working group; diversity and broad representation across IT Get application on a server Divide spaces, follow org chart to start; remember authentication requirements Working group seeds multiple pages Keep one space for public reading Somebody to finish first tree Huge campaign to get author adoption Lunch and learns and one-on-ones Instead of sending notes via , send short link to wiki Take advantage of most enthusiastic adopters (ours were students) Give access to increasing spaces where appropriate Culture change: increasing trust in both directions Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

Favorite Take Homes Carlyn – trust your people Katy – remember the Trees!Trees Dean – don’t get stuck on structure (it will change anyway) Niki – makes you “own” content; in a good way Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.

What’s in your wiki? Question & Answer session Copyright Carlyn Foshee Chatfield, This work is the intellectual property of the author. Permission is granted for the material to be shared for non-commercial, educational purposes, provided this copyright statement appears in the reproduced materials and notice is given to the author. To disseminate otherwise or to republish requires written permission from the author.