Sarah Houghton-Jan and Shannon M. Staley co-presented. While we’re not using SharePoint, a lot of companies are and I wanted to get the real story on how easy/difficult it is to develop with, how good search functionality is, etc.. Apologies for the notes – I was trapped on an end seat with a not-very-good view of the slides. I’ll add a link to the online version later.
The audience was largely corporate and legal librarians, from the show of hands.
First was an explanation of what Microsoft SharePoint was, and Sarah explained the difference between Windows SharePoint Services (free lightweight version) and Microsoft Office SharePoint Server (standard enterprise version).
Next up Shannon gave a quote from FASTForward illustrating the general market reaction – it has a lot of functionality but the components are not best-in-breed (you can get better blogs, wikis, etc.). Sites created with SharePoint are very customizable, as the example screenshots demonstrated.
Similar products include Alfresco, Central Desktop, Clearspace, ???, ???, ??? Collaboration Suite.
Key benefits included the ability to include Web 2.0 functionality with one software service, facilitation of collaboration, increased communication, integration and compatibility with Microsoft Office, ability to post large documents while avoiding an email attachment glut and the ability to update intranet content without adding to the webmaster’s workload.
They picked SharePoint for the joint San Jose Public and State University Library because of the difficulty in communication between the two organizations, the administration’s desire to increase institutional communication and collaboration, the ability to standardize on support and on a single interface and the ability for teams to manage their own updates.
Designing the SharePoint presence involved IT, the Web team and input from the organization. Several smaller sites were piloted. Not all sites were permanently transferred to SharePoint. After the architecture was planned out SharePoint was opened up to a wider group.
By clicking on an intranet link, users are taken to the SharePoint site. All of the sites are read-only to everyone, for greater organizational transparency, communication and collaboration. Not all intranet content requires SharePoint for content management – the criteria they used were:
- Frequently-updated content
- Site requires group collaboration
- Which of SharePoint’s features would be useful in supporting a particular group’s content area
People using Internet Explorer and logged into Windows can access the SharePoint sites seamlessly from their own computers, otherwise they can login manually.
A new database of usernames and passwords was created so people didn’t have to remember them.
Site management features are not as intuitive as end-user features (e.g., method for adding an agenda is different from the method for adding minutes). Nomenclature is nonintuitive.
Key features:
- Managing documents (They encourage smaller more focused document libraries rather than one huge document library)
- Meeting workspaces (Calendar, agenda, minutes, supporting documents)
- Announcements
- Calendars (Classroom visits, collection development deadlines, storytimes, staff absences, etc.)
- Blogs
- Wikis
- Discussion forums
- Notifications (email or RSS alerts, each section has to be separately signed up for due to authentication process)
Other features include surveys, task lists, etc.
They’ve been using SharePoint for branch program calendars, sharing of statistics and reports, branch pages, etc.
IT manages the server, Web team can help with site set-up and ongoing support, each site needs a site owner, external online training resources as well as in-person training classes.
[various things raced through]
10/25/08 UPDATE: Sarah’s put the presentation and associated handouts up on her site.
Technorati Tags: IL2008