Arkansas DHS experience with Microsoft Sharepoint

1
Arkansas DHS experience with Microsoft
Sharepoint

• Presentation for American Public Human Services
  Association
• IT Solutions Management Conference - August 26th,
  2008

2
Our IT environment

• Multi-divisional agency
• 7500 employees
• 10 program divisions / 5 support offices
• 106 remote locations - T1 data circuits
• Primarily MS shop
• Oracle, AIX, DB2, Mainframe
• Participate in state-wide email, WAN, mainframe
  processing

3
Why Sharepoint?

• Provide replacement for existing intranet web
  site (DHS Gold)
• Push content publishing and security maintenance
  down to the divisions and sections
• Sharing / Consistency
• Provide collaborative workspaces for various
  interdivisional workgroups
• Single/searchable source of department knowledge
• Provide workflows processes for efficiency,
  monitoring, and reporting

4
So how did we hook up with Sharepoint?

• It wasnt love at first sight!
• WSS 1 (STS) didnt understand it and just
  werent interested
• WSS 2 (Sharepoint) started to get interested
• Solutions Accelerators Chicago Consultant 1
• Rapid Development WF Chicago Consultant 2
• Stuck our toes into the water
• WSS 3 (MOSS 2007) Jumped in

5
So how did we hook up with Sharepoint?

• Fall 2008 Began preparations
• Hardware
• Governance
• Training
• Organizing
• Announced the imminent demise of DHS Gold
• New Years Day 2008 DHS Share
• Minimal problems
• Gradual appreciation of what it can do

6
Where are we now?

• After 6 months of departmental use
• Acceptance of platform
• Still only using 25-30 of its capabilities
• Document libraries
• Versioning
• Word documents 28,160
• Excel documents 11,520
• PowerPoint documents - 256
• Lists
• Approvals

7
Where are we now?

• Links
• Team sites
• Many basic workflows (Sharepoint Designer)
• 1 complex workflow (.net)
• Custom Web Parts
• InfoPath integration with Forms Services
• Total space being used 103Gb
• Number of sites on DHS Share 1,730

8
What does it cost?
9
Problems/missing features

• Microsoft needs to address
• Lack of wild card search
• Size limitation of document (50Mb)
• Security needed on list views
• More robust alert mechanism
• Scanning integration
• Lack of Administrative reporting
• Document level backup capabilities

10
Problems/missing features

• DHS needs to address
• Training.training.training
• Still some duplications of documents
• Motivating employees to try more features

11
Would I do it again?

• In a heart-beat!!
• Questions
• Dick Wyatt
• Richard.wyatt_at_arkansas.gov
• 501 682-2183