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Wind towers in West Texas. Mansfield Dam floodgates. Canyon of the Eagles Nature Park. LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference. Business Drivers. Consolidate 5 platforms eDiscovery & Records Retention Policy - PowerPoint PPT Presentation
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LCRA Case Study: From File Shares to SharePoint My Site
March 30, 2012TASSCC – TEC Conference
Wind towers in West Texas Mansfield Dam floodgates Canyon of the Eagles Nature Park
www.lcra.org
Business Drivers
• Consolidate 5 platforms• eDiscovery & Records Retention Policy• User Document Management &
Collaboration
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Approach: Basic Strategy
• Soft Rollout/Early Adopters• Managed / Gradual Implementation• Over-communicate to Middle Managers
(especially Face to Face)• Utilize Super Users & established
Communications channels
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Approach: Data Governance
• My Sites to replace personal drive shares• Available storage:
– Site quota = 500 MB– File size < 100MB– Vault items don’t count towards site quota
• File types to avoid:– Access databases– Files with dependencies, e.g. linked spreadsheets– Media files– Source control– Files > 100MB
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How we “rolled(out)” training
• Demos• Company wide meetings• Classroom• Training by request (1-1; dept)• Site visits• Open Houses
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VISIBLE Advocates
Managers &Supervisors
Steering Committee
Project / Change Management
SMEs
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As a Result of Involvement
• Trust was reinforced between upper management and workers
• Metrics were improving• Users were starting to understand
capabilities
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Driving Adoption Summary
• Active & Visible Sponsorship/Advocacy• Use Metrics
– Make it a performance goal– Reward early adoption
• Communication Vehicles– Training, Open Houses, Traveling shows, demos– Staff meetings, All Hands Meetings, etc.– Blogs
• Lead by Example (Walk the Talk)– Use the tool– Show what’s in it for them
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Records Retention
• Records management category review: from 100 to 10
• Three primary categories:
2 months active
2 years E-vault
E-mai
l
6 months active
6 years E-vault
My Site
12 months active
12 years E-vault
Team / Dept. Site
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Lessons Learned: Communication
• Clarity on the Business Drivers– Why we migrated– Benefits to employee
• Define a formal feedback process
10
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Lessons Learned: Training
• Consider mandatory training• Underestimated the learning curve• More targeted training needed, i.e.
save files, search sites
11
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Lessons Learned: Teams
• Steering Committee – right level, right people
• Select SME and super users who are engaged
• Talking points – worked well when delivered and passed down
12
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Questions?
