1. Getting to the Finish Line?
Designing and Implementing a SharePoint Online Site – Knowing that the Best Site is Never Fully Completed

2. Calvin Hwang Land of Lincoln Legal Assistance Foundation Deputy Director, Finance and Administration Technology Co-Manager
Susan Zielke Land of Lincoln Legal Assistance Foundation Managing Attorney, Eastern Regional Office Technology Co-Manager
Bobby Richards Microsoft Certified Solutions Developer (MCSD) SharePoint Deployment Specialist Forceworks

3. LAND OF LINCOLN 65 counties in central and southern Illinois
100 employees, 50 attorneys
Land of Lincoln in 2013
OPP recommendations
RapidStart template

4. QUESTIONS FOR DESIGN
What is your current structure or process for sharing information, documents, questions and answers, etc.?
What are the frustrations with those processes?
What do you think your staff’s top needs are in a SharePoint site?
How would you find what your staff's needs are?

5. COMMIT THE TIME AND EFFORT
Consultant/Developer – internal/external
Timeline and time spent in each segment
Employee survey
Teams – managers, design, content curators
Testing and training
Microsoft changes

6. DEVELOPMENT GOALS No modification to the master pages
Only use .css, jscript and or html for visual changes to site
User friendly
Content query for visual enhancements

7. Improve productivity for intake, case acceptance, and case handling
ORGANIZATIONAL GOALS
Collaborate with one another and locate best practice resources and documents
Improve productivity for intake, case acceptance, and case handling
Increase efficiencies within HR and administrative tasks

8. COLLABORATE THROUGH RESOURCES AND DOCUMENTS
Task force pages – design, content curating, tagging (demo site)
Regional office documents – design, client documents (demo site)

9. INTAKE, CASE ACCEPTANCE, CASE HANDLING
Business process analysis
Standardized case acceptance policies
4 main libraries
Best practice and sample documents

10. LIBRARIES AND DEVELOPMENT
4 main libraries
Legal Library
Program Policies & Forms
Central Library
Human Resources Library
Multiple content types
Metadata
Searchable key filters

11. LIBRARIES AND DEVELOPMENT (continued)
Removed duplication of documents
Searchable via enterprise level search
Allows for version history
Sharing externally or internally

12. CASE ACCEPTANCE POLICIES DEVELOPMENT
Customized list
Customized content types
Metadata with key filters
Results – searchable CAPs
Legal Problem Code
Special Problem & Code

13. HR AND ADMIN
Documents (demo site)
Employee roster (demo site)
Personnel policy wiki (demo site)

14. PERSONNEL POLICY WIKI Content editor Bookmarked URL table of contents
Appendices – separate pages that are connected to the main wiki page
Faster navigation
Enterprise level search

15. MOVING FORWARD Complete migration Continual training
Content curating by task force coordinators
Further development of the Admin site
Board of Directors site

16. LESSONS Do not undertake this project lightly Budget lots of time
Realize this is a value add, not a cost savings, from a tech perspective
Have a consultant – internal/external – who understands your needs

17. LESSONS (continued)
Have a good developer who understands the tech and will work through your needs with you
Engage key people throughout your program to design and develop the site and content
Be committed to continuing development of the site going forward

18. CONTACT US
Calvin Hwang Land of Lincoln Legal Assistance Foundation Deputy Director, Finance and Administration Technology Co-Manager , ext. 273
Bobby Richards Microsoft Certified Solutions Developer (MCSD) SharePoint Deployment Specialist Forceworks
Susan Zielke Land of Lincoln Legal Assistance Foundation Managing Attorney, Eastern Regional Office Technology Co-Manager , ext. 113

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