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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

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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

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Lessons Learned: Training

• Consider mandatory training• Underestimated the learning curve• More targeted training needed, i.e.

save files, search sites

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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

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Questions?