Case Study Intranet SharePoint @ North Hennepin Community College The Outline: Overview Situation Solution Benefits One of the largest community colleges in Minnesota state. Serving more than 9,230 students with credit offerings and an additional 6,600 people from 260+ organizations with continuing education and customized training. No way to collaborate across departments (Lack of collaboration workspace hindered stakeholder participation). Unstructured data stored on local hard drives. Poorly implemented forms based applications implemented across departments, in disparate technologies edynamic implemented a MOSS 2007 based intranet system. Many disintegrated applications were rebuilt and hosted onto SharePoint. This allowed the staff to collaborate better by using Sharepoint's collaboration tools. Thousands of existing documents were ordained with the new document management system. More stable and extensible applications available within departmental sites at a central location (SharePoint intranet). 1
The Solution - Single Point of Entry: 2
The Solution - Departmental Sites: Departments Academic Departments Academic Affairs Academic Development Accounting Building Inspection Technology Business Business Computer Systems and Management Computer Science Education English English for Speakers of Other Languages Fine Arts Humanities Mathematics MLT And Histotechnology Nursing Paralegal PE And Health Science Social Science College Offices Accounting and Fees Admissions and Registration Adult Education And Training Bookstore Campus Outreach Career Planning Central Services Communications Counseling and Advising Disability Access Services Diversity And Multiculturalism Finance and Facilities Financial Aid Foundation and Development Human Resources Institutional Effectiveness Library Plant Services President's Office Safety And Security Service Learning Student Affairs Student Life Student Success Groups and Committees Academic Affairs and Standards Council (AASC) Academic Quality Improvement Program (AQIP) Advising Cabinet Center for Teaching and Learning (CTL) Community Of Practice (COP) Deans Deans and Coordinators Executive Team Faculty Institutional Review Board (IRB) Management Team Scholarships Shared Governance Council (SGC) Staff 3
The Solution - Setup: 4
The Solution Document Management: Migrated Basic & Advanced document search based on document s meta data. Document 3,000+ documents from local drives to SharePoint. Implemented Center Site Collections. 5
The Solution Search: 6
The Intranet Solution (advantage edynamic): 7
The Intranet of Your Needs: edynamic Edge (The Customization Approach) Intranet Component - Events Calendar: Business Challenge NHCC being a big educational institution had requirements of publishing events at departmental and college levels. Due to lack of any such component it was more of a paper process and thus not efficient. edynamic Solution The new SharePoint events calendar allows all the authorized employees to create new events with great ease via its simple interface. Users can create events at department sites and publish it to the intranet homepage as well. Users also have the option of keeping it just on the intranet (limited audience) or over the web. 8
Events Calendar: Create an Event Attach Files Fill the form to create a new event Use calendar button to select Time Make the event as an all day event Make a recurring event with just one click 9
Intranet Component - Service Learning: Business Challenge The Service Learning (SL) department within NHCC was finding it difficult to manage the SL activities of their students. The department needed different views & functionalities for administrators, faculty members and organizations which was not achieved with the opensource tool the department was using. Also, there was a requirement of integrating with a third party data source for student authentication. edynamic Solution The solution has enabled the different stakeholders to have different views & functionalities based on their relative access rights. Integration to a third party data source [student data] was accomplished via advanced SharePoint implementation, known as BDC. Advanced Integration - The organizations could give feedback on the public website without accessing the intranet. 10
Service Learning: Select an Organization from Drop down to map with student Select Project to map with organization 11
Intranet Component - Employer Job Posting: Business Challenge The placement cell at NHCC had the requirement of allowing companies to post jobs from within the public website and also the capabilities of setting a job as active, inactive, approved or archived from within an intranet. edynamic Solution We provided a solution that allows employers to post jobs online via the public website, enables administrator to check, verify and publish posted jobs and lets the students view active, published jobs over the website. It allows administrator to activate or archive a particular job from within SharePoint. 12
Employer Job Posting: Fill the form to post job over the site View posted and approved jobs on the website Approve a job to get posted on website Archive the posted jobs View posted jobs from here Menu to Manage Posted Jobs 13
Intranet Components - Others: 14
Lessons Learned: Define process champions internal to an organization who can do cultural transitioning to SharePoint. The organizational buy in to SharePoint can be accomplished through training, real world examples and exercises at departmental level. Be careful about what documents to go to SharePoint, and define clear responsibilities around them. Identify content managers, and help the content managers define the appropriate meta data for effective document search. 15
Introduction to edynamic: edynamic (www.edynamic.net) is an end-to-end Web solutions and IT Consulting firm. We are a one stop web shop offering a wide range of services from Web and Enterprise Content Management, Portals, Web Design/User Experience to Online Marketing, Custom Application Development, Business Intelligence and Managed Services. Web Strategy Web Design Established in 1999; 275 consultants Offices: - New York, Toronto, Phoenix, Portland, Dubai, London and New Delhi - Near-shore Delivery Center in Toronto - Offshore Delivery Center in India edynamic blends strong user experience with exceptional technology capabilities to deliver best-of-breed web solutions Our Global Delivery Model helps us to deliver cutting edge solutions We blend strategy, technology and creativity to deliver integrated, fully customized business solutions, and partner with our clients for cornerstone strategies and critical Web initiatives. By blending strong user experience & technology, edynamic has been delivering best-of-breed web solutions to customers such as American Express, Pepsi and New York Life. Web 2.0 and RIA Online Marketing Interactive Media Web Content Management Intranets Web Portals 16