1. October 26, 2011 AQUA CONNECT Bringing an Innovative Communication Tool to DWR

2. Team Full House

3. Outline

4. What is a Collaboration Portal? A collaboration portal or website provides a collaborative environment where communities, groups, project teams, interest groups and others can create and share information in an on-line workspace.

5. Our Vision Increase intradepartmental communication Retaining institutional knowledge Instant / less formal format Build using existing software Keep DWR as an IT leader

6. Current Deficiencies Document and Outlook Too Structured DWR’s current collaboration portal Awareness

7. Desired Features/Results Interactive Message Board Shared Files Shared Community Calendar Blog Forum

8. Interactive Board

9. Shared Files

10. Forum

11. Community Calendar

12. Anticipated Results Implementation of our project will result in the establishment of a DWR-wide collaboration portal for communication with our co-workers throughout the Department. We named the portal “AQUA CONNECT”

13. Conceptual Design AQUA CONNECT Field Division portal Bay Delta Office portal Human Resources portal Division of Engineering portal Employee Bulletin Board portal Add portals screenshot

14. Conceptual Design User1YesNoYesNoYes User2NoYes GuestNo Yes Ext.useroptional NooptionalNo AQUA CONNECT Field Division portal Bay Delta Office portal Human Resources portal Division of Engineering portal Employee Bulletin Board portal

15. Software Options Microsoft Public Folder Microsoft SharePoint Liferay Portal Facebook Features Feasibility

16. Software Options Features Microsoft Public Folders Microsoft SharePoint Liferay Portal Shared Calendars Yes WikiNoYes Blogs Yes, with My Blogs add-on Yes ForumsNoYes Document Share Yes Message Board Yes, using a SharePoint discussion board Yes (Discussions) Yes

17. Software Options Feasibility Microsoft Public Folders Microsoft SharePoint Liferay Portals Internal and External Users NoYes Open Source or Proprietary Proprietary Open Source Implementation Cost No Additional Technical Difficulty EasyModerate Ease of UseEasyModerate Internet Security Not on InternetSecured

18. Survey Questions and Responses ■ 68% would like a less formal way to communicate ■ 78% are not aware that DTS has deployed a Collaboration Portal. ■ 81% would use a department-wide collaboration site. ■ Networking 60% / Document sharing 81% / Forums 56% / Message boards 69%/Shared calendars 60%

19. Survey Results ■ The majority of respondents do not know there is a platform out there for document sharing. ■ They would like to have it available to them. ■ They feel there is value in having a DWR message board and shared calendars.

20. Policy issues “Use of Electronic Mail and Internet Privileges” (DAM 10232) “legitimate and justified business purposes” “Except in cases where extenuating circumstances warrant, monitoring will be announced in advance…” New business practices and project requiring Governance Board approval

21. Cost No new costs for software No new costs for servers No need for more bandwidth Will need at least one full-time system administrator May need additional staff time to administer individual portals

22. Summary There is a need. DWR has the means. AQUA CONNECT is the solution!

23. Acknowledgements ■ Department of Water Resources (DWR) Executive Management Team ■ Management staff in our respective divisions ■ DWR Division Chiefs ■ Kim Oliphint ■ Tim Garza ■ Mary Smith ■ Anabel Gil ■ Bill Voss ■ Dean Messer ■ Rob Dolliver ■ Sean Walsh ■ Our Staff and Family Members ■ Delta and Southern Field Divisions