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A presentation given to the Use of SharePoint in UK Higher Education Institutions event in London on 25 November 2009.
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SharePoint in Higher Education Institutions
#sphe
The investigation
•Literature review
•Survey of IT Directors•phone > online
•3 case studies
•Community consultation
Survey statistics
40 telephone interviews (38= HEIs; 2=other) 46 HEIs completed online survey
Interviews:▪ 31 (~78%) using SharePoint▪ 29 use 2007 version
Online:▪ 28 (~61%) using SharePoint▪ 10 use 2007 version
SharePoint part of campus licence agreement
Telephone survey
SCALE of USE
Multiple: whole HEI + specific areas Multiple: whole HEI onlyMultiple: specific areas onlySingle: whole HEI onlySingle: specific area only
Telephone survey
STAGE of USE
consideringplannedpilotroll outlive
Telephone survey
SharePoint strategy? 18 (58%) users had a strategy for SP 1 user was developing a strategy 1 non-user had a strategy
Importance of having a strategy?
Nature of SharePoint use
HR
commercial & development
financial services
student admin & services
research
governance & management
physical resources
T&L
0 2 4 6 8 10 12 14
Area / Function
No. of uses
Nature of SharePoint use
knowledge man-agement
other
corporate website
business process mgt
intranet
0 5 10 15 20 25 30 35 40
Application type
No. of uses
Drivers – full range
Drivers – top ones
Views
‘We are able to deliver an intranet and collaboration system for staff and students, accessible anytime, anyplace, anywhere’
‘We depend on funding from industry so the ability to collaborate in team sites is a bonus for us and our partners.’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
My Sites ‘People like the idea of being able to search for colleague’s skills but lots of people aren't prepared to put in the time to update their own skills.’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘We had quite a few problems with the technical implementation of SharePoint. There were some inconsistencies. We suspect errors in the way things were set up initially. ’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘It was hard to come up with the information architecture for the site. You are trying to appeal to two different mindsets: the corporate mindset of administrative staff, and the mindset of scientists.’
information architecture and governance needs tight control
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘recruiting a lead portal developer was difficult. Finding someone with requisite SharePoint skills prepared to work for an HE salary was difficult.’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
'only really stupid people go for SharePoint' - look at open source systems and if you have in-house skills then you can "really rev" the products’
‘happy to be behind and benefit from others' experience’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘weren't aware of the amount of customisation required but it gets easier as the design/roll out progresses’
‘user education is very important, sometimes users don't know which aspect of SharePoint functionality to use. There is often more than one way to do things in SharePoint’.
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘it is important to use external consultants in the right way. We chose the company that convinced us that they would work alongside us, so that our staff learned skills from them and understood what they did.’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Views
‘provide more training for people at the beginning of the project’
‘wouldn't have used the consultants’
‘strategy definition must happen before moving forward beyond existing pilots’
Successes / Benefits
Barriers / Weaknesses
Non-users
Lessons learned
Do differently
Project links
www.eduserv.org.uk/research/studies/SharePoint2009.aspx
www.northumbria.ac.uk/sharepoint_study
