Presentation at Harvard University Technology Summit June 23, 2011 Building a Collaborative Enterprise Strategy at HBS Copyright © President & Fellows of Harvard College.

Agenda I. The Case for Collaboration II. Understanding the Value of Collaboration at HBS III. Building a Collaboration Strategy, Team, and Environment IV. Where We Are Now V. What’s Next VI. Q & A

The Case For Collaboration 1. Scholarly Research 2. Traditional Course Extension 3. E-Learning 4. Knowledge Workers Across Campus 5. Employers

What Has Collaboration Been File Shares 3. Wiki Services 4. Google Docs 5. LMS 6. Thumb Drives

Understanding the Value of Collaboration

Students Scheduling Faculty, Staff, Student profiles Classmate and Faculty Finders Study Groups Access to scholarly assets Personal and shared workspaces

Faculty As Teacher  Faculty, Staff, Student profiles  Virtual Classroom  Simulations  Real time communications  Resource locator  Personal and shared workspaces As Researcher:  Peer networks  Access to scholarly assets  Publication support  Media exposure

Dean and Administrators 8 The Dean Faculty, Staff, Student profiles Faculty activity tracking Peer networks Shared workspaces Administrators:  Shared and personal workspaces  Analytical data  Faculty, Staff, Student profiles

Building a Collaboration Strategy

The Situation AUDIENCE-BASED PAGES Staff COLLABORATION TOOLS KM Wiki Public / private PERSONAL SITES DEPARTMENT SITES Intranet Dept. Collab. Blended Ad Hoc LMS Search Single Sign-on MBA Faculty Doctoral Doc storage Publishing sites

The Issues 1. Too many platforms 2. Mostly homegrown Java portfolio 3. Non-standards based approach to single sign-on 4. Light weight use of tagging and taxonomy 5. Varied Look and Feel 6. “Outsiders” could not get in 7. Missing functionality

The Project Team 1. Key users/Product champions 2. Knowledge managers 3. UI Experts 4. Software architects/engineers 5. Change managers 6. Project managers 7. Training & communications 8. Evangelists/Champions 9. External Resources  Identifying the right partner – While we had a good depth of our business and knowledge, and out research showed we wanted to adopt SharePoint, we wanted to ensure that we had the correct level of technical understanding for implementation, so we went through a process to identify a vendor to partner with.  RFI to 6 companies identified in talking with Microsoft key partners  Narrowed down to 3 companies  Interviewed, and selected

Training, Communications, and Support Model Training & communications always done together and are key component to change management and support. Key roles :  Product Manger  Director of Communications  Training Lead Modes of Training  One-on-one training  Group Training Classes  Videos  FAQ Support  Tiered support model  Tier 1 - Technology Support Services (TSS)  Tier 2 - Technology Consulting Services (TCS)  Tier 3 - Infrastructure or Development side  At any point leveraging Product Manger and Communications Director

The Business Approach 1. Start with major pain points  Shared Workspace  Department Intranet Spaces 2. Joint effort between the Knowledge and Library Services Team and IT  Expertise in Knowledge Management, Search, and Taxonomy. 3. “Business value first” approach was used 4. Secondary goal to reduce total cost of ownership 5. Change management at the forefront 6. Involve training & communications early 14

The Technical Approach 1. Leverage a single platform to solve many problems  Intranet spaces  Collaboration spaces  Personal spaces  Simple workflow 2. Establish a rich information architecture 3. Establish a flexible taxonomy 4. Provide templates and base information types 5. Form “Champion” group of pilot users  50 from across the campus representing all departments 6. Iterative pilot testing 7. Early wins = viral marketing

Governance and Business Priorities Governance 1. Steering/Strategy 2. Program and Project Management 3. Resource Allocation 4. Product Management/Evangelist Business Priorities 1. Persona Development 2. Finding the Burning Platform 3. Speaking in Business Value

Timeline

Logical Overview of existing SP Farms F5 MOC Farm WCM Farm 2+2 Farm SCF Farm IAG Servers Learning Nexus Farm MOSS Farm DR F5 WCM DR Farm

ShareSites/Intranet (MOSS) Farm

ShareSites/Intranet Disk Layout

Where Are We Now?

The Intranet – Overview of Current State 22

To Date Since launch in September Department Intranet sites have been migrated 653 Department ShareSites have been created and are in use 1,504 Adhoc ShareSites have been created for use 1,847 MySites have been created 23

The Results

ShareSites

Key Custom Feature - Add External User

My Site

Department Collaboration Site

Department Intranet Site - HR

Department Intranet Site - KLS

What’s Next In the coming months we will be working to upgrade to SharePoint 2010 What will this give us: 1. Better support across all Web browsers, including Firefox. 2. SharePoint 2010 offers improved mobility functionality, e.g., ability to edit a document right in the browser without having to launch an Office application. 3. Mimics Microsoft Office icons and general look and feel. 4. New options to narrow down search results to find what you’re looking for 5. More visibility into permissions so site owners can better manage their sites 6. More polished look and feel of the user interface in both ShareSites and MySites. 31

Questions and Comments

Contact Information Michelle Doherty, Intranet Product Manager Web and Intranet Group Harvard Business School Astride Lisenby, Senior SharePoint Engineer Infrastructure Support Services Harvard Business School