Embed Size (px)
Citation preview
COLL105: COLL105: Using Wikis and Online Using Wikis and Online Project Management Tools in Project Management Tools in Poverty LawPoverty Law
September 12, 2008
Today’s PresenterToday’s PresenterJeff Narabrook, NTAP Training
Coordinator
AgendaAgenda
Wikis ◦Introduction◦Wikis and Their Uses in Poverty Law◦Options and Costs
Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs
Successful Implementation Strategies
Introduction: what is a Introduction: what is a wiki? wiki? A website Is easily edited by multiple usersProvides a logical and highly
navigable platform for storing and retrieving information
A cost-effective, paper-free tool
Pre-Training Wiki Pre-Training Wiki
Traditional WebsiteTraditional Website
Wiki Innovation Wiki Innovation
Wikipedia (MediaWiki)Wikipedia (MediaWiki)
Wikis within the Electronic Wikis within the Electronic Pantheon Pantheon Wikis and Word Processers
◦Wikis provide more flexibility to change and work with earlier version
Wikis and Traditional Websites◦Wikis edit more easily and were built
to prioritize information organization
Wikis within the Electronic Wikis within the Electronic Pantheon Pantheon Wikis and Blogs
◦Wiki content creation is shared, rather than a single author, reader response dynamic
Wikis and Email and Listserve◦Wiki captures knowledge and
archives it in an environment optimized for easy retrieval by multiple users
Wiki DisadvantagesWiki DisadvantagesDepends on widespread user
adoption◦Can be intimidating for new users◦Can be difficult to integrate with other
common office softwareCan require steep initial time input Advanced functionality sometimes
requires advanced technical support
AgendaAgenda
Wikis ◦Introduction◦Wikis and Their Uses in Poverty Law◦Options and Costs
Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs
Successful Implementation Strategies
Why Use Wikis in Legal Why Use Wikis in Legal Aid? Aid? Cost-effectiveNeed for Collaboration Data Organization and Efficiency
Wiki Uses In Poverty Law Wiki Uses In Poverty Law CommunityCommunity
Wiki as IntranetWiki as IntranetNTAPGeorgia Legal Services ProgramLegal Aid of Southeastern PAImmigrant Law Center of
Minnesota
IntranetIntranet
Wiki as Intake Tool Wiki as Intake Tool Neighborhood Legal Services
(MA)
Wiki as Training Document Wiki as Training Document RepositoryRepositoryShriver New Legal Aid Attorney
Wiki http://povertylaw.pbwiki.com/
Dozens of intranet wikis focus on the distribution of manuals
Example of Manual Example of Manual
Wiki as Community Wiki as Community Knowledge Share Knowledge Share Massachusetts Post Foreclosure
WikiGeorgia Legal Services Program
Food Stamp Fraud Advocacy Wiki Michigan Reentry Law Wiki
http://reentry.mplp.org/reentry/index.php/Main_Page
FEMA Answers Wiki http://femaanswers.org/index.php/Main_Page
Elder Law https://mwiki.mplp.org/erc/index.php/Main_Page
Wiki as Event Planner Wiki as Event Planner Make listsAssign tasksBrainstorm Set deadlines
Wikis and Statewide Wikis and Statewide WebsitesWebsitesConsider wiki use in conjunction (not
duplication) of a statewide website.Wikis may be appropriate for large
(manual) content not easily placed on a statewide website
Wikis may be used to develop content for a statewide website
May be used for taskforces or working groups
22
Wiki Access ModelsWiki Access ModelsWrite
r1
Writer2
Writer1
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Wiki Models: Permission-Wiki Models: Permission-Based ClosedBased Closed
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
Reader
AgendaAgenda
Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs
Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs
Successful Implementation Strategies
Options for WikisOptions for WikisVisit http://www.wikimatrix.org/You can pay for hosting or host it on
your own server depending on the software
Which way should you go? Depends on:◦ Technical expertise and available technical
support ◦ Privacy controls your program needs
26
Popular Wiki OptionsPopular Wiki Options
Proprietary ◦Wikispaces
$5/mo for unlimited users/pages and 2 GB file storage
◦PB Wiki Price negotiable;, depends on number of
users typically 20% nonprofit discount
Free For Nonprofits ◦Google Sites (will go over in next
segment)
Free and Open Source◦MediaWiki 27
Wiki Security Wiki Security Open-source, self-hosted wikis
can be made private, but may require more advanced technical knowledge
Proprietary wikis typically provide sufficient security and privacy for your data; many will allow you to perform your own backups
AgendaAgenda
Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs
Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs
Successful Implementation Strategies
The Many Faces of Project The Many Faces of Project Management Tools…Management Tools…
Broad umbrella of functionalityDepends on types of features
your program requires for its projects
Common PM Tool Common PM Tool FunctionsFunctionsScheduleRecord milestonesConstruct to-do listsAssign tasks to staffTrack time spent on tasks within a
projectShare working drafts of documentsMessage project members
31
Project Management Project Management AdvantagesAdvantagesOrganizes all aspects of a project
-- people, deadlines, drafts, documents, chats in one place
Can integrate with other software and programs, including email
Sophisticated functionality easy to access
32
AgendaAgenda
Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs
Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs
Successful Implementation Strategies
Project Management Tools Project Management Tools Free for Nonprofits
◦Google Sites (Google Apps component)
Proprietary ◦Microsoft SharePoint◦Central Desktop ◦Basecamp
Google SitesGoogle SitesWiki-intranetProject management Traditional web contentDemos:
http://www.google.com/sites/overview.html
35
Microsoft SharePoint Microsoft SharePoint Server Server Intranet generator Document sharing Can create wikis and other intranet
sites Integrates with Microsoft Project
and rest of Office Suite; MS Project handles time tracking and project supervision functions
Software and licenses available on TechSoup
36
Central DesktopCentral DesktopMontana Legal Services
Association
How Does MLSA Use Central How Does MLSA Use Central Desktop?Desktop?Currently, MLSA tracks work and
projects like:◦Administrative Tasks – Track due dates
for all administrative tasks, including grant deadlines, invoicing, etc., develop joint agenda for administrative team meetings
◦Management Team Agenda meeting and task lists, post confidential documents
◦Board of Trustees Meetings – Track all tasks associated with organizing and setting up meetings
MLSA also uses to MLSA also uses to track……track……
MLSA Community Outreach Project – Coordinated outreach including mailings and materials regularly sent out to multiple lists – can keep the address lists, tasks, etc. all here
Helpline Wiki – Wiki with information for Intake Workers, Advice Paralegals and Casehandlers handling Helpline calls.
And……..And……..Self-Help Law Unit – MLSA staff in
multiple offices share spreadsheets and plan clinics (MLSA does not have a central WAN.)
AmeriCorps*Vista Project – Set list of tasks and resources for AmeriCorps*Vista Project – do same thing every 6 months, making it perfect for Central Desktop
And ….And ….Pro Se Forms Development
Project – multiple employees creating, reviewing and automating multiple forms
Indian Wills Project – track work of reservation based student externs, and provide for knowledge transfer between AmeriCorps Attorneys
The DashboardThe Dashboard
First page a user sees when logging in to Central Desktop
Lists all of the user’s workspaces, overdue tasks, tasks due in next 10 days and recent activity in all of user’s workspaces –either as a list of most recent activity or grouped by workspace
MLSA Administrative MLSA Administrative WorkspaceWorkspaceUsed to track all administrative
tasks, including:◦Grant Report Due Dates◦MLSA Annual Meeting Preparation◦Financial Tasks◦Technology Tasks
Also used to post and edit documents, such as Agenda for Weekly Admin meeting
Central Desktop Digest and Central Desktop Digest and E-mailsE-mailsUser receives daily digest
showing tasks and workspace activity
User will also be e-mailed discussions and comments on tasks and documents. Can reply to e-mail and will be posted in central desktop, or can go in and enter reply.
Technology Needs for Central Technology Needs for Central DesktopDesktop
Computer with High Speed Internet Connection
Central Desktop Account (web-based, so no software to install)
www.centraldesktop.com
BasecampBasecampWeb basedMonthly subscriptions for
multiple projects with file uploads• Costs - ($12 - $50/mo and higher)• http://www.basecamphq.com/index
52
Basecamp Homepage Basecamp Homepage
Project Pages Project Pages
Project MilestonesProject Milestones
Add To-Do ListAdd To-Do List
File SharingFile Sharing
Collaborate Outside Your Collaborate Outside Your Organization Organization
TechSoup Project TechSoup Project Management Stock Management Stock SharePoint Server 2007 Standard
Edition Project Professional 2007Project Server 2007Project Portfolio Server
Why would my program want Why would my program want a PM tool? a PM tool?
Many poverty law staffers are involved with far more than casework: ◦ Courts on self-help initiatives◦ Working with social service agencies on
outreach projects◦ Working with other offices on hotline
development◦ Sitting on various state task forces◦ Working on staff or website committees◦ Attending statewide or regional conferences◦ Implementing some new procedure or
technology...and more.
60
When To Use EachWhen To Use EachWiki provides a quick collaboration
space for updatable notes, status reporting, and documentation.
PM tools provide centralized document management for documents that don’t lend themselves to wikis.
61
AgendaAgenda
Problems with Adoption Problems with Adoption Nobody uses it but me!
The truth is…even I don’t use it!
Tips for Success Tips for Success Do not deploy too hastily
◦Development your content so that it can be useful from the start
Train your usersAssign responsibilities
◦Content leaders◦Technical support team
Tips for SuccessTips for SuccessStandardize useStart a policy to wean yourself off
email ◦Meeting agenda and minutes◦Document sharing◦Organization-wide announcements
Questions or Comments? Questions or Comments? Thanks for attending! You will be getting a post-webinar
survey; please use this as a way to help us improve our trainings to best serve the poverty law community.
Contact information: Jeff [email protected]
