1. Digital Locker: From Progressive Rollout to Everyday Use Diane Sherman Meredith College Office of Technology Services

2. About Meredith College Private women’s liberal arts college Private women’s liberal arts college 2100 students 2100 students 400 faculty 400 faculty 200 staff 200 staff

3. What was needed? Faculty needed server space Faculty needed server space Students needed web pages Students needed web pages Staff needed a better way to collaborate on documents Staff needed a better way to collaborate on documents IT needed a way to back up files IT needed a way to back up files

4. Other Considerations Wanted to build on Active Directory Wanted to build on Active Directory Limited resources to support effort Limited resources to support effort Wanted to start rollout as soon as possible Wanted to start rollout as soon as possible

5. Task Force Created Three IT staff members and three faculty members Three IT staff members and three faculty members Two products to review: Two products to review: Microsoft SharePointMicrosoft SharePoint Xythos Digital LockerXythos Digital Locker

6. Microsoft SharePoint Conclusions Conclusions Already had site licenseAlready had site license Faculty interested in InfoPath formsFaculty interested in InfoPath forms Interface difficult and not intuitive for mostInterface difficult and not intuitive for most IT support need greaterIT support need greater Bigger learning curve for usersBigger learning curve for users Longer time to be ready to rolloutLonger time to be ready to rollout

7. Xythos Digital Locker Conclusions Conclusions Easy to install and setupEasy to install and setup User-friendly interfaceUser-friendly interface Minimal training requiredMinimal training required Users control permissions and optionsUsers control permissions and options Familiarity with productFamiliarity with product Minimal IT support neededMinimal IT support needed Ease and timeliness of rolloutEase and timeliness of rollout

8. Task Force Discussions Policy for Digital Locker Policy for Digital Locker How to handle support requests How to handle support requests How to advertise Digital Locker How to advertise Digital Locker Developed implementation plan for rollout Developed implementation plan for rollout

9. Implementation Plan Progressive rollout strategy: Progressive rollout strategy: Small pilot group for 30 daysSmall pilot group for 30 days All faculty by end of fall 2005All faculty by end of fall 2005 All staff and some students during spring 2006All staff and some students during spring 2006 Students fall 2006Students fall 2006

10. Phase One Set up Active Directory server Set up Active Directory server Faculty notified via email about participation in first phase of rollout Faculty notified via email about participation in first phase of rollout Provided basic training documents Provided basic training documents Surveyed pilot group via email to gather feedback Surveyed pilot group via email to gather feedback

11. Phase Two Imported faculty accounts into Active Directory from email database Imported faculty accounts into Active Directory from email database Upgraded hardware and software Upgraded hardware and software Faculty notified via email about accounts Faculty notified via email about accounts Developed and offered training classes throughout semester Developed and offered training classes throughout semester Surveyed faculty via email Surveyed faculty via email Website developed as support resource Website developed as support resource

12. Phase Three Imported staff accounts into Active Directory from email database Imported staff accounts into Active Directory from email database Staff notified via email about accounts Staff notified via email about accounts Training classes offered throughout semester Training classes offered throughout semester Presentations at faculty and departmental meetings Presentations at faculty and departmental meetings

13. Final Phase Students notified in technology training sessions and via email at beginning of fall semester 2006 Students notified in technology training sessions and via email at beginning of fall semester 2006 Online training course developed for students Online training course developed for students Presentation given to faculty before fall semester Presentation given to faculty before fall semester News items posted announcing support and training options News items posted announcing support and training options

14. Needs Met Faculty have server space Faculty have server space Collaborating with peers on campus and around the worldCollaborating with peers on campus and around the world Extending Blackboard coursesExtending Blackboard courses Storage of course documentsStorage of course documents

15. Needs Met Students have web space Students have web space ePortfolios - required by state for all licensure studentsePortfolios - required by state for all licensure students

16. Needs Met Online document collaboration Online document collaboration Institutional Advancement tracks fundraising effortsInstitutional Advancement tracks fundraising efforts Student Advising tracks Early Warning studentsStudent Advising tracks Early Warning students Departments share meeting minutes, documents and other informationDepartments share meeting minutes, documents and other information Students can work 1-1 with facultyStudents can work 1-1 with faculty

17. Needs Met A way to backup important files A way to backup important files FacultyFaculty StaffStaff StudentsStudents

18. Ongoing Support Quota increase requests Quota increase requests Departmental/committee/group account requests Departmental/committee/group account requests One-on-one training with faculty and staff One-on-one training with faculty and staff Creating solutions with users and departments Creating solutions with users and departments

19. Questions? Diane Sherman sherman@meredith.edu