Building a Digital Workplace for a University

Building a Digital Workplace for a

UniversityChelsea Harper

University of the Sunshine Coast

From Staff Portal to Digital Workplace in three phases:

1. Before the Digital Workplace2. Development of the Digital Workplace3. Implementation (MyUSC)

Overview

Phase 1: Before the Digital Workplace

Outdated contentNo digital

collaboration

Inconsistent information behaviours

No resourcing for internal intranet

No information governance

Duplication of content

Once upon a time…

USC Staff Portal

Organised by Cost Centre No search

No collaboration Various levels of adoption

USC Staff Portal(Blackboard)

Image of Information Management folder

We never moved

much over to the

Portal

We pulled our

content back off

the Portal

The Portal is a

duplication of parts

of our G Drive What’s the Portal?

We repeat all our

information on the

website and PortalI have never deleted

anything … we have all

our information back

to 2006 on there

I add things to the

Portal all the time, but

don’t think anyone

reads it Portal

Information Management

Information Management Action Plans

(annual)

Information Management Strategy

Vision: a culture where information is created, managed, used and shared effectively to advance the University’s strategic priorities.

Our information…

…resources are managed as valuable assets…management initiatives and investments align with and support our strategic priorities…initiatives are suitably resourced and planned and implemented to leverage existing infrastructure/systems where possible…is easy to find, access and use…is created, collected and organised in a manner that ensures its integrity, quality and security…is managed in accordance with internal policy and external regulatory requirements.…management roles and responsibilities are clearly defined

Information Asset Audit

Portal Review Project

Portal Review Project

History understood (and put to bed)

Information environment understood

Functional requirements

Technology review

User-Centered Design

User-Centered Design

Phase 2: Digital Workplace

Our digital workplace is a productive business environment helping staff to do their jobs. It supports a University wide culture where information is

created, managed, used and shared effectively to advance the University’s strategic priorities.

Digital Workplace

IntranetMyUSC Team sites

Course Management

SystemWorkflows DW/BI

Now Later

Content Communication Collaboration Culture Activity Governance

A user-centred design that meets staff needs

A user-centred information architecture that brings together key information

Effective search functionality across internal information

Trusted information source

An internal staff communication channel

Connecting staff with collaboration tools

A design that promotes a culture of information sharing

A design that connects staff with required systems and business processes

A design that has a clearly defined purpose, strong governance, and aligns with the Information Management Strategy

Staff Engagement

User (User Group)

Content (Content Working Group)

Collaboration & Biz Tools

UI Design

Change Management

Representative participation in user

and/or content working groups

Voting for a name

“Writing for the Intranet” training

Ad-hoc staff meetings

In-person consultations

Voting for a design

(colour)

Vote for a name

Vote for a design (colour)

Phase 3: Implementation

Roles

Business Support Team

User Champi

ons

Content

Authors

News & Events

Authors

End Users

Marketing

Introducing MyUSC

Big Changes

Search In your faceInfo by user requirement not by area

Resourcing Social

Governance Single source of truth Training Shared content

Thought put into the

words/copy

AnalyticsChange to

internal communication

Group ownership

… and a bit of LOVE

Example change: FORMSBEFORE

Information asset audit identified:• 500+ register entries• 100+ duplicate copies• 400+ unique forms• Organised by form owner

Example change: FORMS

Post-launch plans

User Champions & User Group

Move towards system

integration

Content re-alignment

Student intranet Team sites

Single sign-on

Alignment with IM principlesOur information… resources are managed as valuable assets

management initiatives and investments align with and support our strategic priorities

initiatives are suitably resourced and planned and implemented to leverage existing infrastructure/systems where possible

is easy to find, access and use

is created, collected and organised in a manner that ensures its integrity, quality and security

is managed in accordance with internal policy and external regulatory requirements

management roles and responsibilities are clearly defined

Questions?

Contact

Chelsea HarperInformation Officer – [email protected]