Pete Sayers is talking about how they implemented SharePoint at the South Taranaki District Council. Not an expert on PRA, MOSS, EDRMS and project management … but am responsible for all. The Council worked with Information Leadership.

Top level view … went for an information management program … went with the Microsoft products.

SharePoint … is not a silver bullet … is designed around collaboration and team work.

Agenda
– Background
– User Experiences
– PRA
– Components and Implementation
– Future

Why are they doing this? It’s good business sense … not because they want to, or because of PRA. Real reason … file shares going bad.

Two options … do nothing or do something.

What did they choose for EDRMS? MOSS 2007 … because of Microsoft’s deployment fund (requests for funding for Microsoft products)

Intranet called “Insite” … classification structure … democratic process, cultural services, organization management, and more …

Use document libraries in SharePoint … just a typical document library in SharePoint.
– Dealing with metadata … most metadata is automagically created, based on where the document is created.
– Deleting documents? Throws an error to say you can’t do that under the PRA.

Some feedback from the users:
– make the terminology less complex … show the overall program
– need to help with mindset change
– iLab … training offering was really good
– need knowledgeable support

Old vs new terminology:
– “document folder” to “document library”
– “document properties” to “document metadata”
– “file” to “document”
– “unit drive” to “structure”
– “file type” to “document type”
– “My Documents” to “STDC Documents”

The single most important part of the work … partnerships with others:
– Information Leadership
– Microsoft New Zealand – Innovation Centre
– STDC

Costs of the project:
– capital … 10%, general … 10%, professional services … 80%
– consultancy for … record keeping experience, MOSS knowledge, business analyst, floor walking / user support, governance
– internal staff shortage … costly gap to fill, level of inefficiency using external resources

Some final comments:
– MOSS won’t solve all IM challenges … helpful to get some add-on products … CorasWorks (for roll-ups and aggregation across multiple sites), Colligo (for integration into Outlook, for dragging-and-dropping into SharePoint more efficient), and iWorkplace (from Information Leadership; the design wiki in particular).

Summary
– MOSS 2007 is a good foundation
– Knowledge is more important than systems
– Learn from our mistakes
– Don’t focus on contracts … focus on partnerships
– Invest in people!

Questions and Answers
Q. (from Pete) Who is looking at doing MOSS for EDRMS?
A. A couple … some just started.

Q. How have you found MOSS for EDRMS?
A. Has been okay, but there is room for improvement … eg, in pushing material out to the Intranet

More Information
More on the conference: see #bs7im on Twitter