Presentation at Harvard University Technology SummitJune 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

1. Email

2. File Shares

3. Wiki Services

4. Google Docs

5. LMS

6. Thumb Drives

Understanding the Value of Collaboration

Students

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 SituationAUDIENCE-BASED PAGES

Staff

COLLABORATION TOOLS

KM

Wiki

Public / private

PERSONAL SITES

DEPARTMENT SITES

Intranet

Dept. Collab

.

Blended

Ad Hoc

LMS

Search

Single Sign-on

MBAFaculty

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

5. Persona Development

6. Finding the Burning Platform

7. Speaking in Business Value

Timeline

Logical Overview of existing SP Farms

F5

IAG Servers

Learning Nexus Farm

MOC Farm

WCM Farm

2+2 Farm

SCF 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 2009

• 8 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

Sep-0

9

Nov-0

9

Jan-

10

Mar

-10

May

-10

Jul-1

0

Sep-1

0

Nov-1

0

Jan-

11

Mar

-11

May

-11

0

500

1000

1500

2000

2500

ShareSites MySites

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 ManagerWeb and Intranet GroupHarvard Business Schoolmdoherty@hbs.edu

Astride Lisenby, Senior SharePoint EngineerInfrastructure Support Services Harvard Business Schoolalisenby@hbs.edu