Building a Digital Workplace for a University
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Transcript of Building a Digital Workplace for a University
Building a Digital Workplace for a
UniversityChelsea Harper
University of the Sunshine Coast
From Staff Portal to Digital Workplace in three phases:
1. Before the Digital Workplace2. Development of the Digital Workplace3. Implementation (MyUSC)
Overview
Phase 1: Before the Digital Workplace
Outdated contentNo digital
collaboration
Inconsistent information behaviours
No resourcing for internal intranet
No information governance
Duplication of content
Once upon a time…
USC Staff Portal
Organised by Cost Centre No search
No collaboration Various levels of adoption
USC Staff Portal(Blackboard)
Image of Information Management folder
We never moved
much over to the
Portal
We pulled our
content back off
the Portal
The Portal is a
duplication of parts
of our G Drive What’s the Portal?
We repeat all our
information on the
website and PortalI have never deleted
anything … we have all
our information back
to 2006 on there
I add things to the
Portal all the time, but
don’t think anyone
reads it Portal
Information Management
Information Management Action Plans
(annual)
Information Management Strategy
Vision: a culture where information is created, managed, used and shared effectively to advance the University’s strategic priorities.
Our information…
…resources are managed as valuable assets…management initiatives and investments align with and support our strategic priorities…initiatives are suitably resourced and planned and implemented to leverage existing infrastructure/systems where possible…is easy to find, access and use…is created, collected and organised in a manner that ensures its integrity, quality and security…is managed in accordance with internal policy and external regulatory requirements.…management roles and responsibilities are clearly defined
Information Asset Audit
Portal Review Project
Portal Review Project
History understood (and put to bed)
Information environment understood
Functional requirements
Technology review
User-Centered Design
User-Centered Design
Phase 2: Digital Workplace
Our digital workplace is a productive business environment helping staff to do their jobs. It supports a University wide culture where information is
created, managed, used and shared effectively to advance the University’s strategic priorities.
Digital Workplace
IntranetMyUSC Team sites
Course Management
SystemWorkflows DW/BI
Now Later
Content Communication Collaboration Culture Activity Governance
A user-centred design that meets staff needs
A user-centred information architecture that brings together key information
Effective search functionality across internal information
Trusted information source
An internal staff communication channel
Connecting staff with collaboration tools
A design that promotes a culture of information sharing
A design that connects staff with required systems and business processes
A design that has a clearly defined purpose, strong governance, and aligns with the Information Management Strategy
Staff Engagement
User (User Group)
Content (Content Working Group)
Collaboration & Biz Tools
UI Design
Change Management
Representative participation in user
and/or content working groups
Voting for a name
“Writing for the Intranet” training
Ad-hoc staff meetings
In-person consultations
Voting for a design
(colour)
Vote for a name
Vote for a design (colour)
Phase 3: Implementation
Roles
Business Support Team
User Champi
ons
Content
Authors
News & Events
Authors
End Users
Marketing
Introducing MyUSC
Big Changes
Search In your faceInfo by user requirement not by area
Resourcing Social
Governance Single source of truth Training Shared content
Thought put into the
words/copy
AnalyticsChange to
internal communication
Group ownership
… and a bit of LOVE
Example change: FORMSBEFORE
Information asset audit identified:• 500+ register entries• 100+ duplicate copies• 400+ unique forms• Organised by form owner
Example change: FORMS
Post-launch plans
User Champions & User Group
Move towards system
integration
Content re-alignment
Student intranet Team sites
Single sign-on
Alignment with IM principlesOur information… resources are managed as valuable assets
management initiatives and investments align with and support our strategic priorities
initiatives are suitably resourced and planned and implemented to leverage existing infrastructure/systems where possible
is easy to find, access and use
is created, collected and organised in a manner that ensures its integrity, quality and security
is managed in accordance with internal policy and external regulatory requirements
management roles and responsibilities are clearly defined
Questions?
Contact
Chelsea HarperInformation Officer – [email protected]