SharePoint as a Showcase for Library Resources & Knowledge Repositories

Transcription

1 SharePoint as a Showcase for Library Resources & Knowledge Repositories AALL/ILTA Program Presenters: Catherine Monte, Chief Knowledge Officer at Fox Rothschild, LLP Misti Conway, Director of Library Services at Fox Rothschild, LLP James Tuvell, Director of Knowledge Services at Fox Rothschild, LLP Camille Reynolds, Director of Risk Management & Information Services at Fenwick & West, LLP Linda Wells, Electronic Services Supervisor at Ropes & Gray, LLP #AALL12

2 Presenters Misti Conway Director of Library Services Fox Rothschild LLP Camille Reynolds Director of Risk Management & Information Services Fenwick & West LLP Catherine Monte Chief Knowledge Officer Fox Rothschild LLP James Tuvell Director of Knowledge Services Fox Rothschild LLP Linda J. Wells Electronic Services Supervisor Ropes & Gray LLP

3 What is SharePoint?

4 What is SharePoint Really? SharePoint is Enterprise Content Management Social Collaboration Application Development Business Intelligence Dashboards Reporting (sort of) Enterprise Search (almost)

5 Seriously, What is SharePoint In English this time. Why do I care?

6 * Except for the quirks and limitations of the software *

7 A Brief Vocabulary Lesson A Brief Vocabulary Lesson List: A container of data with columns and rows, similar to a spreadsheet.

8 A Brief Vocabulary Lesson A Brief Vocabulary Lesson Library: A container of files that can be organized into folders and enriched with additional descriptive information (metadata).

9 A Brief Vocabulary Lesson A Brief Vocabulary Lesson View: A subset of data, stored in a list or library, that has been sorted, filtered or grouped.

10 A Brief Vocabulary Lesson A Brief Vocabulary Lesson Web Part: An interactive element to display information

11 A Brief Vocabulary Lesson A Brief Vocabulary Lesson Page: A web page contained in a site that contains or displays content. (ex: web parts, HTML, Rich Text)

12 Levels of SharePoint Involvement I am responsible for SharePoint in my organization. You are positioned to provide tremendous value. (and may regularly bang your head against a wall) I have a site and want to do more I m not involved with SharePoint We ll give you some tips and inspiration today. Request a site to learn more about it. I don t have SharePoint SharePoint Foundation is free with Windows Servers.

13 Zero Code

14 No-Code Development

15 Custom Development (Visual Studio & C#) What you can build: Features Custom Web Parts Custom User Controls Timer Jobs Complex Workflow Integrate Data from Web Services Integrate Data from any system What you can do: Content Sync Across Sites User profile data from HR and other systems Web parts to display content from multiple systems ANYTHING

16 Where is the effort? The most difficult work should be the least amount of development.

17 SharePoint Administration: Taxonomy Management Supports: Controlled Taxonomy Folksonomy Promote Terms into Controlled Taxonomy

18 Library Services Progression to SharePoint Lists We came We saw SharePoint Lists helped us conquer

19 What We Saw

20 The Challenges We Faced Metrics are always a good thing: As a supervisor As part of your value story Sharing is not always a good thing: Single-user access Uniformity Corruption is never a good thing

21 Victory via SharePoint Replaced Outlook for Monitoring purposes

22 Victory via SharePoint Replaced numerous Excel sheets

23 Victory via SharePoint Replaced one exceedingly wide Excel sheet

24 Victory via SharePoint My teams have a quantifiable value story The big picture is easier to see for me and my teams No more lost data The possibilities are endless..

25 End User SharePoint Tools Ropes & Gray uses a centralized, mediated service to manage the intranet. - Manager, Julia Blanchard - Library Liaison, Caitlin Panella The Intranet team s scope includes custom applications with advanced integration, as well as training and support of Content Managers. The following samples display what can be accomplished by a Content Manager with out-of-the box tools.

26 Poor man s s Form

27 Poor man s s Form

28 CCH Quick Links and Web Parts

29 CCH Quick Links and Web Parts

30 CCH Quick Links and Web Parts Content Editor RSS Feed Summary Link Provided by vendor

31 Library Services Request / Case Study Using a Discussion Board to manage requests for research, materials or library services. Benefits: Requesters can use an online form or send Centrally manage requests for services and materials Librarians are automatically notified by of their new tasks Exporting to Excel enables reporting and data mining Disadvantages: alerts, not workflow Reporting requires a Data Steward or strong agreement among staff

32 Library Service Request Form

33 Library Service Request Form Fields on the online form used by requesters

34 Managing Requests Request list manually monitored by staff. Some people can assign tasks to others, most tasks are self selected.

35 Managing Requests Staff select to be alerted when changes are made. This is notification not workflow.

36 Closing Requests and Archiving If using the Request list for reports to management. Staff need to agree on the definitions of question type, department and practice. Edit the question details record to the bare essentials. The hyperlinks and links are live and bog down the list. Once exported to Excel, the documents need to be deleted from the list to avoid duplicate records. Some records are never deleted, these are the Exemplars. This field keeps the record in the list indefinitely. Exemplars are models for future use by the Librarians. If you need quality reports, expect to manage the process or appoint Data Stewards.

37 Request List Reports

38 Collaboration -Reporting Use tracking software such as Research Monitor, Ntext or Onelog for SharePoint metrics. SharePoint Reports Demonstrate page hits, users but never who used what Cannot report on items in a list Shows all users, all pages even back-end administration pages Not readily tied to people profile of job title, department, practice Tracking Software Monitor only scripts are easy to create Incorporates people profiles Can target pages to monitor

39 Collaboration -Reporting SharePoint Shows hits to pages, total hits of users, but not who used what. Shows pages and users that need to be filtered out.

40 Collaboration -Reporting Show hits to list items by person, department, practice, or frequency.

41 Portal Reporting Show use of portals by person, department, practice, or frequency. Filter out specific pages, people or groups. Graph as needed.

42 Collaboration & Partnership Another way of getting involved.

43 Library PW management with SP

44 Librarians are from Venus, IT are from Mars

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46 TAG you re IT

47 Project Request Site

48 Project Management 101

49 Other Library Uses For SP Packaging research results Displaying electronic titles grouped into practice area tabs Delivering ongoing BD research updates Linking research directly into SP extranets if provided to your firm

50 Custom Development Examples Attorney Profiles Expert and Outside Counsel databases Extranets

51 Attorney Skills Enhanced Profiles

52 Experts & Outside Counsel

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55 Contact Misti Conway Director of Library Services FoxRothschild LLP Catherine Monte Chief Knowledge Officer FoxRothschild LLP James Tuvell Director of Knowledge Services FoxRothschild LLP Camille Reynolds Director of Risk Management & Information Services Fenwick & West LLP Linda Wells Electronic Services Supervisor Ropes & Gray LLP