Case Study: Managing Documents & Processes Beyond … · Case Study: Managing Documents & Processes Beyond the "Drives" Sharee English Chief Technology Officer, SeattlePro Miranda

Case Study: Managing Documents &

Processes Beyond the "Drives" Sharee English

Chief Technology Officer, SeattlePro

Miranda Shumaker Business Analyst, NCPA

Copyright ©2014 SeattlePro Enterprises, LLC. All rights reserved.

Case Study

q Building a strong document management solution that is not limited to “drives”.

q Building a high user adoption rate.


Where’s My Data?

q What is Information Architecture? q Data locations q Organization of Data q Corporate Culture q Architecture q Proof of Concept q Validation q User Acceptance


What is Information Architecture?

q Information Architecture focuses on designing effective navigation, organization, labeling, and search systems for Web sites. §  Navigation §  Organization §  Labeling §  Search


Data Locations

q Where is current data stored? §  Network Drives §  Thumb Drives §  Outlook §  Excel Files §  Post-it Notes §  SharePoint §  Third-Party Applications §  The Cloud


q  What content is moving? §  Content Inventory

Data Locations


q  Content Inventory

Data Locations


How Data is Organized

q We know what’s moving, now what? §  Taxonomy Design

• Card sorting • Wireframes/Prototypes • Sitemaps/Outlines

§  Items to Capture • Navigation = Major/minor categories • Labeling = FY, Year, CY • Search Criteria = Metadata



q Labeling & Metadata §  Consistent way of naming things = more robust

search capability



q  Household q  Office – Your Desk q  Office – Supplies Cabinet q  Kids’ Rooms q  Garage








Corporate Culture

q Open Data q Collaboration q Private Data q Mixed


Architecture

q Internet q Intranet q Team Sites q Workspaces q My Sites


q What is Internet? “A global data communication system accessible via a browser” – Wikipedia

q Information About: the company q Secure Site?: no (everyone on the Internet

have read access) q Accessible To: the general public q “Portal” To: publicly accessible information

about the company

Internet Site


q What is an Intranet? “A network that uses Web technology to securely share any part of an organization’s information” – Wikipedia

q Information About: the company q Secure Site?: yes q Accessible To: all internal staff q “Portal” To: internal company information

Internet Site


q What is a Team Site? A Web site used to collaborate within a department or division

q Information About: a department or division of the company

q Secure Site?: yes q Accessible To: all people only within a

department or division of the company

Team Site


q What is a Workspace Site? A Web site used for collaboration in teams with members who do not share the same security clearance

q Secure Site?: yes, can cross boundaries to give access to users from multiple departments/divisions

q Accessible To: users from one or more departments/divisions

Workspace Site


q What is MySite? A Web site designed for and used by an individual user

q Information About: the individual user q Secure Site?: yes, security can be targeted

to various individuals and/or groups q Accessible To: an individual but is fully

customizable by the user

MySite


1.  The Big Cleanup a)  Keep b)  Delete c)  Archive

2.  Move Files a)  Draft a plan b)  Create storage locations if necessary c)  Move

3.  Create Inventory a)  List of all files b)  Classify (minor to major) c)  Wish list

How Do We Get Started?


q  Phase 1 4th of July decorations Ladder Basketball Lawn chairs Bicycles Lawn fertilizer Broom Lawn mower Bucket Motor oil Bungee cord Nuts & bolts Calk Outdoor blankets Candles Paint Car wash soap Paint brushes Christmas lights Paint thinner Dust mask Plant fertilizer Dust pan Planting pots Edger Pliers Extension cord Pots Felt pads Pots & Pans Flash light Rags Garden hose Rake Gardening gloves Saw Goggles Screws Golf clubs Shop Vac Halloween decorations Shovel Hammer Skateboard Hedge trimmers Skates

Hockey sticks Ski helmet Jumper cables Sleeping bag Ladder Small BBQ Lawn chairs Snow blower Lawn fertilizer Snow boots Lawn mower snow gloves Motor oil Soccer ball Nuts & bolts Stain Outdoor blankets Tarp Paint Tennis racquet Paint brushes Tire cleaner paint thinner Toolbox Plant fertilizer Volleyball Planting pots Window cleaner Pliers Work gloves Pots Workbench Pots & Pans Wrench Rags Zip ties

Content Inventory


q  Phase 1

Content Inventory Current Location URL or Network Path

Item Move Visibility Major Bucket

Minor Bucket Notes Business

Owner

Blue Bins Rags Yes Everyone Cleaning/ Repairs Mom

West Wall Bicycles Yes Everyone Sporting Dad

Middle Pile Bucket Yes Mom/Dad Cleaning/ Repairs Mom

Green Container Christmas Lights Yes Mom/Dad Holiday Organize before

moving Mom

Hooks on East Wall Edge Trimmer Yes Dad Landscaping Hook so kids

cannot get to it Dad

Large Closet on South Wall Soccer Balls Yes Everyone Sporting Dad

Gray Bin Jumper Cables Yes Dad Automotive Dad

Steel Cabinet Nuts & Bolts No Dad Tools Cabinet too large to move Dad

Content Inventory


q  Phase 2

Wish List Items Description Snow Skis Some beginner skis for the kids to use while skiing Sled Large inner tube for sledding when we go to Tahoe Camping Lantern The newest and best lantern for extra light while camping New Ladder A large extended ladder to help hang Christmas lights Mountain Bike A mountain bike for my husband to go out on trails Bike Hooks To hang the mountain bike for my husband Skill Saw To cut the trees Power Drill Used to put items together Chain Saw To cut large branches and trees Fishing Pole To go fishing New Baseball Glove To play baseball

Content Inventory


q  Phase 3

Hedge Trimmer Snow Blower

Small BBQ

Skateboard

Christmas Lights

Hockey Sticks

Flash Light

Rags

Pots & Pans Sleeping Bag

Paint Brushes

4th of July Decorations

Lawn Mower

Saw

Garden Hose Goggles

Jumper Cables

Candles

Content Inventory



Christmas Lights

Halloween Decorations

Wrench

Hack Saw

Sleeping Bag

Flash Light

Tent

Rags

Work Gloves

Shop Vac

Window Cleaner

Hockey Sticks

Soccer Balls Golf Clubs

Skateboard Bicycles

Skates

Tennis Racquet

q  Phase 4

Toolbox Motor Oil

Jumper Cables

Car Wash Soap

Content Inventory



Christmas Lights

Holidays

Halloween Decorations

Wrench

Hack Saw

Tools

Sleeping Bag

Flash Light

Camping

Tent

Rags

Work Gloves

Cleaning/Repairs

Shop Vac

Window Cleaner

Hockey Sticks

Soccer Balls Golf Clubs

Skateboard Bicycles

Skates

Sporting

Tennis Racquet

q  Phase 5

Toolbox Motor Oil

Jumper Cables

Automotive

Car Wash Soap

Content Inventory


q  Women q  Men q  Baby q  Kids q  Home q  Patio q  Furniture q  Electronics q  Entertainment q  Toys q  Sports q  Health q  Beauty q  Clearance q  More…

15 Major Categories Plus MORE…

Sample Website – Target.com


q  Chicago Public Schools §  3rd Largest School District in the U.S. §  450,000 Students, Staff & Faculty §  655 Schools

Sample Website – CPS.EDU


q  Wireframe §  Mockingbird §  Cacoo §  Lumzy

q  Prototype q  PPT

Proof of Concept


q  Purpose? q  Participation? q  Products?

§  FiveSecondTest §  UserPlus §  Chalkmark §  Userfly §  ClickHeat

Validation


q  Change can be scary q  Roadblocks

§  Fear of the unknown §  Fear of others making decisions for them §  Lack of Trust in the process §  Politics

User Acceptance


q  How can we move passed the road blocks?

User Acceptance – Moving Forward

Fear of the unknown

Fear of others making decisions for them

Lack of Trust in the process

Politics

•  Educate users •  Give visual examples

•  Educate users •  Invite all team representatives to

decision-making meetings

•  Educate users •  Give real life examples of different

approaches – pros & cons

•  Ummm…


q  Super Users – a lot of experience q  Average Users – some experience q  Non Users – no experience to date

User Acceptance


q  Get to know your audience q  Keep users perspective as much as possible q  Keep site goals in mind q  Be consistent q  Prototype q  Get feedback q  If it’s not broke …

Summary


q  http://webdesignfromscratch.com/website-architecture/information-architecture/

q  http://www.amazon.com/Information-Architecture-Blueprints-Web-Edition/dp/0321600800

q  http://www.sitepoint.com/information-architecture/ q  http://www.seattlepro.com/courses/sp1000.pdf

Resources


Questions?

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