COLL105: COLL105: Using Wikis and Online Using Wikis and Online Project Management Tools in Project Management Tools in Poverty LawPoverty Law

September 12, 2008

Today’s PresenterToday’s PresenterJeff Narabrook, NTAP Training

Coordinator

AgendaAgenda

Wikis ◦Introduction◦Wikis and Their Uses in Poverty Law◦Options and Costs

Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs

Successful Implementation Strategies

Introduction: what is a Introduction: what is a wiki? wiki? A website Is easily edited by multiple usersProvides a logical and highly

navigable platform for storing and retrieving information

A cost-effective, paper-free tool

Pre-Training Wiki Pre-Training Wiki

Traditional WebsiteTraditional Website

Wiki Innovation Wiki Innovation

Wikipedia (MediaWiki)Wikipedia (MediaWiki)

Wikis within the Electronic Wikis within the Electronic Pantheon Pantheon Wikis and Word Processers

◦Wikis provide more flexibility to change and work with earlier version

Wikis and Traditional Websites◦Wikis edit more easily and were built

to prioritize information organization

Wikis within the Electronic Wikis within the Electronic Pantheon Pantheon Wikis and Blogs

◦Wiki content creation is shared, rather than a single author, reader response dynamic

Wikis and Email and Listserve◦Wiki captures knowledge and

archives it in an environment optimized for easy retrieval by multiple users

Wiki DisadvantagesWiki DisadvantagesDepends on widespread user

adoption◦Can be intimidating for new users◦Can be difficult to integrate with other

common office softwareCan require steep initial time input Advanced functionality sometimes

requires advanced technical support

AgendaAgenda

Wikis ◦Introduction◦Wikis and Their Uses in Poverty Law◦Options and Costs

Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs

Successful Implementation Strategies

Why Use Wikis in Legal Why Use Wikis in Legal Aid? Aid? Cost-effectiveNeed for Collaboration Data Organization and Efficiency

Wiki Uses In Poverty Law Wiki Uses In Poverty Law CommunityCommunity

Wiki as IntranetWiki as IntranetNTAPGeorgia Legal Services ProgramLegal Aid of Southeastern PAImmigrant Law Center of

Minnesota

IntranetIntranet

Wiki as Intake Tool Wiki as Intake Tool Neighborhood Legal Services

(MA)

Wiki as Training Document Wiki as Training Document RepositoryRepositoryShriver New Legal Aid Attorney

Wiki http://povertylaw.pbwiki.com/

Dozens of intranet wikis focus on the distribution of manuals

Example of Manual Example of Manual

Wiki as Community Wiki as Community Knowledge Share Knowledge Share Massachusetts Post Foreclosure

WikiGeorgia Legal Services Program

Food Stamp Fraud Advocacy Wiki Michigan Reentry Law Wiki

http://reentry.mplp.org/reentry/index.php/Main_Page

FEMA Answers Wiki http://femaanswers.org/index.php/Main_Page

Elder Law https://mwiki.mplp.org/erc/index.php/Main_Page

Wiki as Event Planner Wiki as Event Planner Make listsAssign tasksBrainstorm Set deadlines

Wikis and Statewide Wikis and Statewide WebsitesWebsitesConsider wiki use in conjunction (not

duplication) of a statewide website.Wikis may be appropriate for large

(manual) content not easily placed on a statewide website

Wikis may be used to develop content for a statewide website

May be used for taskforces or working groups

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Wiki Access ModelsWiki Access ModelsWrite

r1

Writer2

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Reader

Reader

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Reader

Reader

Reader

Reader

Reader

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Wiki Models: Permission-Wiki Models: Permission-Based ClosedBased Closed

Reader

Reader

Reader

Reader

Reader

Reader

Reader

Reader

Reader

Reader

Reader

AgendaAgenda

Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs

Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs

Successful Implementation Strategies

Options for WikisOptions for WikisVisit http://www.wikimatrix.org/You can pay for hosting or host it on

your own server depending on the software

Which way should you go? Depends on:◦ Technical expertise and available technical

support ◦ Privacy controls your program needs

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Popular Wiki OptionsPopular Wiki Options

Proprietary ◦Wikispaces

$5/mo for unlimited users/pages and 2 GB file storage

◦PB Wiki Price negotiable;, depends on number of

users typically 20% nonprofit discount

Free For Nonprofits ◦Google Sites (will go over in next

segment)

Free and Open Source◦MediaWiki 27

Wiki Security Wiki Security Open-source, self-hosted wikis

can be made private, but may require more advanced technical knowledge

Proprietary wikis typically provide sufficient security and privacy for your data; many will allow you to perform your own backups

AgendaAgenda

Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs

Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs

Successful Implementation Strategies

The Many Faces of Project The Many Faces of Project Management Tools…Management Tools…

Broad umbrella of functionalityDepends on types of features

your program requires for its projects

Common PM Tool Common PM Tool FunctionsFunctionsScheduleRecord milestonesConstruct to-do listsAssign tasks to staffTrack time spent on tasks within a

projectShare working drafts of documentsMessage project members

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Project Management Project Management AdvantagesAdvantagesOrganizes all aspects of a project

-- people, deadlines, drafts, documents, chats in one place

Can integrate with other software and programs, including email

Sophisticated functionality easy to access

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AgendaAgenda

Wikis ◦Introduction ◦Wikis and Their Uses in Poverty Law◦Options and Costs

Project Management Software◦Introduction◦Project Management in Poverty Law ◦Options and Costs

Successful Implementation Strategies

Project Management Tools Project Management Tools Free for Nonprofits

◦Google Sites (Google Apps component)

Proprietary ◦Microsoft SharePoint◦Central Desktop ◦Basecamp

Google SitesGoogle SitesWiki-intranetProject management Traditional web contentDemos:

http://www.google.com/sites/overview.html

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Microsoft SharePoint Microsoft SharePoint Server Server Intranet generator Document sharing Can create wikis and other intranet

sites Integrates with Microsoft Project

and rest of Office Suite; MS Project handles time tracking and project supervision functions

Software and licenses available on TechSoup

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Central DesktopCentral DesktopMontana Legal Services

Association

How Does MLSA Use Central How Does MLSA Use Central Desktop?Desktop?Currently, MLSA tracks work and

projects like:◦Administrative Tasks – Track due dates

for all administrative tasks, including grant deadlines, invoicing, etc., develop joint agenda for administrative team meetings

◦Management Team Agenda meeting and task lists, post confidential documents

◦Board of Trustees Meetings – Track all tasks associated with organizing and setting up meetings

MLSA also uses to MLSA also uses to track……track……

MLSA Community Outreach Project – Coordinated outreach including mailings and materials regularly sent out to multiple lists – can keep the address lists, tasks, etc. all here

Helpline Wiki – Wiki with information for Intake Workers, Advice Paralegals and Casehandlers handling Helpline calls.

And……..And……..Self-Help Law Unit – MLSA staff in

multiple offices share spreadsheets and plan clinics (MLSA does not have a central WAN.)

AmeriCorps*Vista Project – Set list of tasks and resources for AmeriCorps*Vista Project – do same thing every 6 months, making it perfect for Central Desktop

And ….And ….Pro Se Forms Development

Project – multiple employees creating, reviewing and automating multiple forms

Indian Wills Project – track work of reservation based student externs, and provide for knowledge transfer between AmeriCorps Attorneys

The DashboardThe Dashboard

First page a user sees when logging in to Central Desktop

Lists all of the user’s workspaces, overdue tasks, tasks due in next 10 days and recent activity in all of user’s workspaces –either as a list of most recent activity or grouped by workspace

MLSA Administrative MLSA Administrative WorkspaceWorkspaceUsed to track all administrative

tasks, including:◦Grant Report Due Dates◦MLSA Annual Meeting Preparation◦Financial Tasks◦Technology Tasks

Also used to post and edit documents, such as Agenda for Weekly Admin meeting

Central Desktop Digest and Central Desktop Digest and E-mailsE-mailsUser receives daily digest

showing tasks and workspace activity

User will also be e-mailed discussions and comments on tasks and documents. Can reply to e-mail and will be posted in central desktop, or can go in and enter reply.

Technology Needs for Central Technology Needs for Central DesktopDesktop

Computer with High Speed Internet Connection

Central Desktop Account (web-based, so no software to install)

www.centraldesktop.com

BasecampBasecampWeb basedMonthly subscriptions for

multiple projects with file uploads• Costs - ($12 - $50/mo and higher)• http://www.basecamphq.com/index

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Basecamp Homepage Basecamp Homepage

Project Pages Project Pages

Project MilestonesProject Milestones

Add To-Do ListAdd To-Do List

File SharingFile Sharing

Collaborate Outside Your Collaborate Outside Your Organization Organization

TechSoup Project TechSoup Project Management Stock Management Stock SharePoint Server 2007 Standard

Edition Project Professional 2007Project Server 2007Project Portfolio Server

Why would my program want Why would my program want a PM tool? a PM tool?

Many poverty law staffers are involved with far more than casework: ◦ Courts on self-help initiatives◦ Working with social service agencies on

outreach projects◦ Working with other offices on hotline

development◦ Sitting on various state task forces◦ Working on staff or website committees◦ Attending statewide or regional conferences◦ Implementing some new procedure or

technology...and more.

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When To Use EachWhen To Use EachWiki provides a quick collaboration

space for updatable notes, status reporting, and documentation.

PM tools provide centralized document management for documents that don’t lend themselves to wikis.

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AgendaAgenda

Problems with Adoption Problems with Adoption Nobody uses it but me!

The truth is…even I don’t use it!

Tips for Success Tips for Success Do not deploy too hastily

◦Development your content so that it can be useful from the start

Train your usersAssign responsibilities

◦Content leaders◦Technical support team

Tips for SuccessTips for SuccessStandardize useStart a policy to wean yourself off

email ◦Meeting agenda and minutes◦Document sharing◦Organization-wide announcements

Questions or Comments? Questions or Comments? Thanks for attending! You will be getting a post-webinar

survey; please use this as a way to help us improve our trainings to best serve the poverty law community.

Contact information: Jeff Narabrookjeff@lsntap.org