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Www.lcra.org LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference Wind towers in West TexasMansfield Dam floodgatesCanyon.

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Presentation on theme: "Www.lcra.org LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference Wind towers in West TexasMansfield Dam floodgatesCanyon."— Presentation transcript:

1 LCRA Case Study: From File Shares to SharePoint My Site March 30, 2012 TASSCC – TEC Conference Wind towers in West TexasMansfield Dam floodgatesCanyon of the Eagles Nature Park

2 Business Drivers Consolidate 5 platforms eDiscovery & Records Retention Policy User Document Management & Collaboration

3 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

4 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

5 How we “rolled(out)” training Demos Company wide meetings Classroom Training by request (1-1; dept) Site visits Open Houses

6 VISIBLE Advocates Managers & Supervisors Steering Committee Project / Change Management SMEs

7 As a Result of Involvement Trust was reinforced between upper management and workers Metrics were improving Users were starting to understand capabilities

8 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

9 Records Retention Records management category review: from 100 to 10 Three primary categories: 2 months active 2 years E- vault 6 months active 6 years E- vault My Site 12 months active 12 years E-vault Team / Dept. Site

10 Lessons Learned: Communication Clarity on the Business Drivers –Why we migrated –Benefits to employee Define a formal feedback process 10

11 Lessons Learned: Training Consider mandatory training Underestimated the learning curve More targeted training needed, i.e. save files, search sites 11

12 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

13 Questions?


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