Investigation into the use of Microsoft SharePoint in Higher Education Institutions APPENDIX 3 Report of Online Survey Sue Childs, Julie McLeod School of Computing, Engineering & Information Sciences Northumbria University December 2009 Funded by Eduserv
This work by Authors: Sue Childs, Julie McLeod Project Team: Project Director: Professor Julie McLeod, School of Computing, Engineering & Information Sciences, Northumbria University http://www.northumbria.ac.uk/sd/academic/ceis/re/isrc/keys/ Lead Researcher: James Lappin, Thinking Records Ltd http://thinkingrecords.co.uk Researchers: Sue Childs, Research Fellow, School of Computing, Engineering & Information Sciences, Northumbria University http://www.northumbria.ac.uk/sd/academic/ceis/re/isrc/keys/ Gavin Siggers, Healdan Consulting Ltd http://www.linkedin.com/pub/gavinsiggers/13/77b/89b Eduserv Eduserv is dedicated to the development and delivery of technology solutions for the public sector and, in particular, education. We are a not-for-profit organisation and registered charity, governed by a board of Trustees who represent the interest of our charitable beneficiaries students, researchers and the organisations that serve them. http://www.eduserv.org.uk/ Project websites Northumbria University: http://www.northumbria.ac.uk/sharepoint_study Eduserv: http://www.eduserv.org.uk/research/studies/sharepoint2009 This report is made freely available under a Creative Commons Attribution 2.0 UK: England & Wales License http://creativecommons.org/licenses/by/2.0/uk/ Copyright holder: Eduserv is licensed under a Creative Commons Attribution 2.0 UK: England & Wales License.
EXECUTIVE SUMMARY Aim Informed by the phone interview survey, an online survey was carried out with the aim of obtaining information on the scale and nature of HEI SharePoint use. Methodology The questionnaire was conducted using Survey Monkey and targeted at IT Directors and SharePoint Project Managers. It ran for the last two weeks of October 2009. The survey was advertised by lis-servs targeting our intended audience, but as these listservs also reach a wider audience it is therefore not possible to define a population for this survey. Characteristics of respondents 51 responses were received, but in 4 cases there were 2 responses each from different people for the same HEI. The results in these cases have been combined. This gives a final response rate of 47. Responses were received from all types of HEIs, and from all geographical locations except the North East and Northern Ireland. Number using SharePoint 28 (60%) of the respondents were using SharePoint, 19 (40%) were not. Version of SharePoint used 2003 3 (11%) 2007 10 (36%) 2003 & 2007 3 (11%) No response 12 (43%) How and where SharePoint is used Ranking of areas within the HEI where SharePoint is used (17 respondents answered this question) No. of uses 30 across whole HEI 27 IT area 16 governance & management area 13 other area 12 teaching & learning area 11 student administration & services area 9 financial resources area 9 human resources area 6 estates area 5 research area 2 commercial & development area Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 1
Ranking of purposes for use of SharePoint (17 respondents answered this question) No. of uses 34 document management 29 collaboration 28 intranet 15 business process management 11 portal 6 knowledge management 4 other 4 virtual learning 3 records management 2 corporate website 2 business intelligence 2 web services Stage of implementation of SharePoint (17 respondents answered this question) Planned - 6 Pilot/Model Office - 7 Rollout/ongoing - 7 Production/Live- 8 Non-use of SharePoint Number of non users who have considered using SharePoint Yes 7 (37%) No 11 (58%) No response 1 (5%) Ranking of purposes for considered use of SharePoint (6 respondents answered this question) No. of uses 9 document management 6 intranet 5 records management 3 collaboration 2 business intelligence 2 business process management 2 knowledge management 2 portal 2 web services 1 other 1 virtual learning Reasons for non use of SharePoint Never considered use 8 (42%) Currently being considered 4 (21%) Currently in procurement phase 1 (5%) Rejected use 4 (21%) No response 2 (11%) Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 2
CONTENTS Executive summary i 1 Overview 1 2 Methodology 1 Part A: All respondents (47 respondents) 2 3 Characteristics of respondents 2 4 Numbers using SharePoint 3 Part B: SharePoint users (28 respondents) 4 5 Version of SharePoint used 4 6 Where and how SharePoint has been used 4 7 Stage of implementation of SharePoint 6 Part C: SharePoint non-users (19 respondents) 7 8 Number of non users who have considered using SharePoint 7 9 Where and how SharePoint has been considered for use 7 10 Reasons for non use of SharePoint 9 Appendix: Questionnaire 10 List of figures Figure 1: Type of HEI 2 Figure 2: Location of HEIs 2 Figure 3: Areas within the HEI where SP has been used 4 Figure 4: Purposes for use of SP 4 Figure 5: Stage of implementation of SP uses 6 Figure 6: Purposes for which SP use has been considered 7 Figure 7: Reason for non-use of SP 9 List of tables Table 1: Detailed breakdown of HEIs characterised by type and location 3 Table 2: Where and how SharePoint has been used - detailed breakdown 5 Table 3: Where and how SharePoint has been considered for use by nonusers - detailed 8 breakdown Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 3
1: OVERVIEW The results of this survey are complimentary to those from the phone survey. More non-users were found in the online survey. However this is probably an effect of the advert in which we made clear that we were as interested in non-users as users. The other findings are broadly similar. 2: METHODOLOGY Informed by the phone interview survey, an online survey was carried out with the aim of obtaining information on the scale and nature of HEI SharePoint use. The questionnaire was conducted using Survey Monkey http://www.surveymonkey.com/. (See Appendix.) The survey was targeted at IT Directors and SharePoint Project Managers and therefore advertised only on the following listservs: UCISA CISG committee list (Universities and Colleges Information Systems Association, Corporate Information Systems Group), JISC infonet mail list, and the HE and FE Records Management and Information Compliance list (HEFE-infocompliancerecordsmgt@jiscmail.ac.uk). The survey was carried out over the last two weeks of October 2009. Via the listservs we used, we would be reaching the same HEI population that we used for the phone interview survey. However these listservs would also reach a wider audience so it is therefore not possible to define a population for this survey. Response rate: 47 responses Note: 51 responses were received, but in 4 cases there were 2 responses each from different people for the same HEI. The results in these cases have been combined. Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 1
PART A: ALL RESPONDENTS (47 respondents) 3: CHARACTERISTICS OF RESPONDENTS Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 2
Table 1: Detailed breakdown of HEIs characterised by type and location HEI characteristic Sample n % Type of HEI old 3 6% redbrick 6 13% sixty 3 6% new 18 38% assoc 10 21% other 2 4% not given 5 11% Location East 4 9% East Midlands 4 9% London 7 15% North East 0 0% Northern Ireland 0 0% North West 2 4% Scotland 5 11% South East 4 9% South West 3 6% Wales 4 9% West Midlands 4 9% Yorkshire & Humberside 3 6% other 2 4% not given 5 11% 4. NUMBERS USING SHAREPOINT Users - 28 (60%) Non users - 19 (40%) Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 3
PART B: SHAREPOINT USERS (28 respondents) 5: VERSION OF SHAREPOINT USED 2003 3 (11%) 2007 10 (36%) 2003 & 2007 3 (11%) Other 0 (0%) No response 12 (43%) 6: WHERE AND HOW SHAREPOINT HAS BEEN USED Authors: Sue Childs and Julie McLeod, CEIS Northumbria University. Eduserv 4
Table 2: Where and how SharePoint has been used - detailed breakdown (Out of 17 respondents 11 of the 28 respondents who answered Yes to using SharePoint did not answer this question) Note: One HEI can have a number of different uses of SharePoint therefore % do not apply Corp site Intranet Portal Web DM RM VL Collabor n Intell KM BPM Other Total servs Across whole 1 7 3 2 5 1 2 5 2 1 1 30 HEI Governance & 3 2 5 4 1 1 16 Management Financial 2 1 3 2 1 9 Resources Estates 2 2 1 1 6 IT 1 3 7 7 1 2 4 2 27 Human 2 3 2 2 9 Resources Student Admin 3 3 1 2 2 11 & Services Teaching & 1 1 3 1 3 1 1 1 12 Learning Research 1 1 1 1 1 5 Commercial & 2 2 Development Other 5 1 2 1 2 2 13 Total 2 28 11 2 34 3 4 29 2 6 15 4 140 5
Ranking of areas within the HEI where SharePoint is used: across whole HEI (30 uses) IT area (27 uses) governance & management area (16 uses) other area (13 uses) teaching & learning area (12 uses) student administration & services area (11 uses) financial resources area (9 uses) human resources area (9 uses) estates area (6 uses) research area (5 uses) commercial & development area (2 uses) Ranking of purposes for use of SharePoint document management (34 uses) collaboration (29 uses) intranet (28 uses) business process management (15 uses) portal (11 uses) knowledge management (6 uses) other (4 uses) virtual learning (4 uses) records management (3 uses) corporate website (2 uses) business intelligence (2 uses) web services (2 uses) 6
7: Stage of implementation of SharePoint (Out of 17 respondents 11 of the 28 respondents who answered Yes to using SharePoint did not answer this question) Note: As there can be more than 1 use per HEI, there can also be a SharePoint implementations at different stages within an HEI so % do not apply Planned - 6 Pilot/Model Office - 7 Rollout/ongoing - 7 Production/Live- 8 Dropped - 0 7
PART C: SHAREPOINT NON-USERS (19 respondents) 8. NUMBER OF NON USERS WHO HAVE CONSIDERED USING SHAREPOINT Yes 7 (37%) No 11 (58%) No response 1 (5%) 9. WHERE AND HOW SHAREPOINT HAS BEENCONSIDERED FOR USE 8
Table 3: Where and how SharePoint has been considered for use by non-users - detailed breakdown (Out of 6 respondents 1 of the 7 respondents who answered Yes to considering using SP did not answer this question) Note: One HEI can have considered a number of different uses of SharePoint therefore % do not apply Across whole HEI Governance & Management Financial Resources Estates Corp site Intranet Portal Web servs DM RM VL Collabor n Intell KM BPM Other Total 4 2 1 6 3 1 3 2 2 2 1 27 1 2 1 4 IT 1 1 1 1 4 Human Resources Student Admin & Services Teaching & Learning Research Commercial & Development Other Total 6 2 2 9 5 1 3 2 2 2 1 35 9
Ranking of areas within the HEI where SharePoint use has been considered: across whole HEI (27 uses) governance & management area (4 uses) IT area (4 uses) Ranking of purposes for considered use of SharePoint document management (9 uses) intranet (6 uses) records management (5 uses) collaboration (3 uses) business intelligence (2 use) business process management 2 use) knowledge management (2 use) portal (2 use) web services (2 uses) other (1 use) virtual learning (1 use) 10: REASONS FOR NON USE OF SHAREPOINT Never considered use 8 (42%) Currently being considered 4 (21%) Currently in procurement phase 1 (5%) Rejected use 4 (21%) No response 2 (11%) 10
APPENDIX: QUESTIONNAIRE FOR ALL RESPONDENTS 1 Name of your organisation please specify We will only use this to obtain factual information about the university (e.g. staff and student numbers) from the Website. The name will then be deleted. 2 Does your organisation use SharePoint? Yes No If you answer No, please then go to Q 6 FOR USERS OF SHAREPOINT 3 Which version of SharePoint do you use? 2003 2007 2003 & 2007 Other 11
4. Where and how have you used SharePoint? Please select ALL that apply Note: the rows refer to the functions of the HEI, the columns refer to the SP capability used Across whole HEI Governance & Management Finance Estates Corporate website Intranet Portal Web services Document management Records management Virtual learning Collaboration Business intelligence Knowledge management Business process management Other IT Human Resources Student Admin & Services Teaching & Learning Research Commercial & Development Other 12
5 At what stage is the use of SharePoint? Please select ALL that apply Planned Pilot/Model Office Rollout/ongoing Production/Live Dropped This is the end of the questionnaire for users of SharePoint FOR NON USERS OF SHAREPOINT 6. Have you considered using SharePoint? Yes No If you answer No, please go to Q8 13
7. Where and how have you considered using SharePoint? Please select ALL that apply Note: the rows refer to the functions of the HEI, the columns refer to the SP capability used Across whole HEI Governance & Management Finance Estates Corporate website Intranet Portal Web services Document management Records management Virtual learning Collaboration Business intelligence Knowledge management Business process management Other IT Human Resources Student Admin & Services Teaching & Learning Research Commercial & Development Other 14
8. Why aren t you using SharePoint? Please select ALL that apply Never considered use Currently being considered Currently in procurement phase Rejected use This is the end of the questionnaire for non users of SharePoint 15