Case study 2

Measurably improving a workflow in a large not-for-profit using Sharepoint MOSS

  1. A page was underperforming, content was leaking into the organisation via other channels.
  2. I analysed the data source and presentation on the page.
  3. I changed how the user controlled, received and interacted with the data (see Case Study 1.)
  4. The page traffic increased by 600% in 6 months.

Prior to implementing Sharepoint the HR service centre used to publish the internal vacancies for the week on the intranet as a word document.

This intranet page was only getting about 16 page views per month (in a 2000+ employees organization).

The information was getting out but not via the intranet. The word doc was being emailed out into the organization and the HR service centre was being rushed off their feet making up and sending out information packs in response to individual enquiries.

Some users were requesting information packs so that they could find out what their new boss would be earning – some users were trying to view the emailed word document on their blackberries in a lay by during their lunch break.

I was implementing Sharepoint MOSS to the organization and looking for an application that everyone would see. I sat down with the HR service centre manager as part of my ‘rounds’ and we came up with the following list of requirements

• Users to be presented with live data that is ‘hot

off the press’

• A complete ‘self service’ package – JD, Application form, email link

• Once past the ‘sell by’ date, data would archive itself

• HR Service Centre didn’t want to get involved with an ‘Intranet publishing’ process

• Users to be able to sort the data themselves – eg location, grade, salary

• Can be accessed from anywhere

• Had to satisfy accessibility requirements

The easiest way to do this in Sharepoint was to create a database in a workspace (HR service centre staff entered the data directly) and via a feed display the data using a webpart in the new intranet portal.

1. The data is ‘dynamic’ (in a ‘live’ database not frozen in a ‘published .doc).

2. Data past it’s useful life is automatically removed from the view.

3. The data can easily be exported to an excel spreadsheet (for accessibility purposes).

4. Users can choose how to receive the data; RSS feed or email alert to a mobile device / mobile site (those on the move had a company mobile or blackberry).

5. The usage metrics for a workspace are infinitely better than for a portal page.

By putting the user in ‘the driving seat’ and giving them choice in how they received the data we saw the page views rise after implementation to 651 over a 30 day period.

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