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Cloud Collaboration: Using (Microsoft) SharePoint as a Tool to Enhance Access Services Jennifer Diffin Assistant Director for Systems and Access Services.

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Presentation on theme: "Cloud Collaboration: Using (Microsoft) SharePoint as a Tool to Enhance Access Services Jennifer Diffin Assistant Director for Systems and Access Services."— Presentation transcript:

1 Cloud Collaboration: Using (Microsoft) SharePoint as a Tool to Enhance Access Services Jennifer Diffin Assistant Director for Systems and Access Services Fanuel Chirombo and Dennis Nangle Library Technicians April 29, 2010 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

2 Outline About Us Intranet overview Cloud computing overview Move to SharePoint SharePoint Wiki for Remote Circ Locations SharePoint as Comprehensive Cloud Intranet Conclusion © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

3 History of UMUC Founded in 1947 Primarily distance education serving working professionals Approximately 86,000 worldwide headcount (~27,000 FTE) Member of the University System of Maryland and Affiliated Institutions (USMAI) Military contracts © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

4 Information & Library Services (ILS) Staff located in Largo, MD Previously had physical libraries in Germany and Japan Remote/satellite locations change 27 library staff members, 2 graduate assistants © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

5 Document Management (DM) Team 1 Librarian 1 Library Associate 3 Library Technicians 4-5 student workers (shared with other library departments) Remote circulation points throughout Maryland © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

6 ILS Circulation Locations © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

7 Overview of Intranets What is an intranet? Functions of Intranets What are the benefits Limitations of UMUC Intranet © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

8 What is an Intranet? A private network belonging to an organization’s members, employees, or others with authorization. “…part of the organizational internal information system, dedicated to the support of group work and mastering of organizational knowledge.” Botazzo, 2005 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

9 Functions of Intranets Administrative – finance, human resources, records management, course scheduling. Academic- research, course work, publishing and course administration. General- communication and public relations. Weiner, 1999 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

10 What are the Benefits? Sharing information and documents Easy updating of documents Saves time through online discussions Quick and easy access to vital information Natarajan, 2008 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

11 Limitations of UMUC Intranet Restricted contributors- difficult to update, edit and/or access. Interdepartmental promotional tool. © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

12 Cloud Computing- An Overview Became an official ‘buzz word’ in 2006 Has several definitions and contexts An ‘official’ definition: –“In cloud computing…the software resides on an [I]nternet server run by or on behalf of the software supplier, and users get to access the features of those applications via the [I]nternet” Venkatraman, 2009 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

13 A Helpful Metaphor for Cloud Computing “My attitude towards online information…was pretty close to taking my paycheck in cash, and stuffing it under the mattress because I didn’t trust a bank to hold it for me… Now we can treat the [W]eb much more like a bank with a network of ATMs: it’s a secure repository with a network of points where you can withdraw your information on demand.” Gunderloy, 2008 © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

14 The Appeal of the Cloud Cost-effective Efficient Fosters Innovation © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

15 Cloud Concerns Security Privacy Data Ownership © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

16 The Road to SharePoint A Complex History Initial Obstacles © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

17 A Careful Approach © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

18 SharePoint in Context Departmental Move Creating a service point without ILS staff Developing a wiki for the new service point staff © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

19 Effective Knowledge Transfer © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

20 Documentation Pre-SharePoint: Dorsey Station Waldorf Center College Park Adelphi © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

21 Documentation Post-SharePoint: Dorsey Station Waldorf Center College Park AdelphiLargo © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

22 Document Management’s “Cloud Intranet” © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

23 SharePoint- a Comprehensive Cloud Intranet Information storage Coordination Communication Collaboration © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

24 Information Storage Wiki for remote location of information Document library One-stop location of documents Secure and easily accessible © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

25 Coordination Calendar Work scheduling Leave scheduling Responsibilities © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

26 Communication Discussion Board Announcement Sticky Notes © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

27 Collaboration Version History E-mail alerts © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

28 Conclusion Cloud Intranet –Convenient to access –Secure server –Flexibility Strategy is essential © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

29 Questions? Jennifer Diffin – jdiffin@umuc.edujdiffin@umuc.edu Fanuel Chirombo – fchirombo@umuc.edufchirombo@umuc.edu Dennis Nangle – dnangle@umuc.edudnangle@umuc.edu © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

30 References Bottazzo, V. (2005). Intranet: A medium of internal communication and training. Information Services & use, 25(2), 77-85. Retrieved from http://www.iospress.nl/html/01675265.php http://www.iospress.nl/html/01675265.php Gunderloy, M. (2008). Is your information under the mattress or in the ATM?. Retrieved 12/11, 2009, from http://webworkerdaily.com/2008/07/30/information-under-mattress- or-in-atm/ http://webworkerdaily.com/2008/07/30/information-under-mattress- or-in-atm/ Natarajan, M. (2008). Knowledge sharing through intranet. Journal of Library and Information Technology, 28(5), 5-12. Retrieved from http://publications.drdo.gov.in/ojs/index.php/djlit/article/view/414/286 http://publications.drdo.gov.in/ojs/index.php/djlit/article/view/414/286 Venkatraman, A. (2009). Capture the cloud. Information World Review, (255), 16-17. Weiner, S. (1999). The university intranet. EContent, 22(5), 66-69. Retrieved from http://www.econtentmag.comhttp://www.econtentmag.com © Jennifer Diffin, Fanuel Chirombo, and Dennis Nangle

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