A presentation given to the Eduserv/Northumbria Use of SharePoint in UK Higher Education Institutions event in London on 25 November 2009.

1. Pete Gilbert

2. UWE Facts 8 Campuses in South West 4 in Bristol 34,000 students 4,000 staff

3. SharePoint at UWE SharePoint Portal Server 2003 Organisational change 12 Faculties down to 4 Shared drive issues - permissions

4. The Approach Small team (3 at the time) SharePoint as a platform Document storage Committee papers, agendas, minutes Business Problems On request – quick turn around Bespoke solutions 4 solutions today

6. If go out on placement end up doing menial tasks

7. Simulation

9. Students role play solicitors in firm

11. Solution: Simita

12. www.uwe.ac.uk/elearning Simita: Tutor Assessment

13. Solution: Simita Increased Student engagement No longer the “dreaded” project Blackboard module highest no. of hits Students use system at weekends/holidays Assessment is easier for tutors

15. 24 hour a day support

16. Wardens, Security staff, porters, managers

17. 4 Handover meetings per day

19. Student Village: Handover & Incidents Half way!

20. Student Village 24 Hour operation requires 24x7 support Been running for 2 years now Improvements Reporting Link to Student Records System SMS Support Automated escalation of incidents

21. Solution: GDP Problem – Getting staff to collaborate on graduate development documents Information not being shared Replication of documents.

22. GDP: Session Materials

23. GDP: Search

24. Business Processes Many Paper based processes Capital Bids Recruitment Expenses/travel “Hidden” processes - analysis Ties up a lot of people on “busy work”

25. Business Processes: Aims Replace paper based processes Business analysis of processes Improve speed of bids Reduce paperwork/administration

26. Solution: eFIN10 Capital Bids

27. eFIN10 Capital Bids:Workflow Tracking

28. Results so Far Approval Process much quicker Process is more transparent Reporting Blueprint for future processes Saved Money New Team: Business Processes

29. Key to our success: People Evangelise SharePoint in Organisation Training Meetings with steering groups/managers One to one meetings SharePoint User Group “Grassroots”

30. Future Strategic Platform Governance document Team has to grow SharePoint 2010 Profiles and Blogs Teaching and Learning

31. Contact Email: peter.gilbert@uwe.ac.uk http://blogs.uwe.ac.uk/people/petergilbert http://peterhaus.wordpress.com/