PCL Sharepoint Ia Case Study 2001-18-11

Copyright 2010 Earley & Associates, Inc.
SharePoint 2010
Information Architecture
An Earley & Associates Case Study
2
Copyright 2010 Earley & Associates, Inc. All Rights Reserved.
One of North Americas largest construction companies
Over $6 billion in operations across three key markets:
Civil Infrastructure
Heavy Industrial
Buildings
3,300 full-time professional and administrative staff
More than 6,500 hourly trades people
Located in over two dozen major North American
centers across
United States, including Alaska and the Hawaiian
Islands
Canada
Caribbean
PCL Construction
3
Abundance of content led to information overload
Information Architecture did not mitigate the effects of the large volume
Navigation & content presentation complex/confusing
Web part driven placement of content confused publisher understanding of the physical
classification of information
Confusing use of labels in global and sectional navigation
Search service failure resulted in the disappearance of data
Everything looked the same and was highly textual
Poor search experience
Out of the box implementation
Main method of navigation (due to broken IA)
Perceived by many as a Random Document Generator
Information Management Challenges
4
Overly complex metadata structure
Ambiguous terminology
Used to drive content presentation / force display of content in search driven web parts
located throughout the site
Led to gaming and reluctance
Deconstructed by publishers who mis-tagged content to obtain more prominent display of content
Unsure where published content items would show up leading publishers to become skeptical of
tagging
Resulted in a heavy reliance on a single person
Clear lack of governance
Highly decentralized environment
High levels of departmental and geographical autonomy
Information Management Challenges Continued
5
Project Approach - 3 Phases
Phase 1
SharePoint, Taxonomy
& IA Assessment
(duration - 1 month)
Phase 2
SharePoint, Taxonomy
& IA Development
(duration - 3.5 months)
Phase 3
IA Refinement, System
Development &
Implementation Support
Research & Discover
End User Survey
One on one interviews
Stakeholder working sessions
Content Audit / Inventory
Migration & Tagging Approach
Design & Develop
Framework/Development
Metadata Schema
Vocabulary Development
Use Cases/Scenarios
Workflow/Personalization
Site Map & Wireframes
Test & Validate
Findability
Tagging
Navigation
User Interface
T
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6
Evaluation of existing environment from two perspectives:
Taxonomy & Information Architecture
Technical Infrastructure (specifically SharePoint)
Two potential options:
Migrate the existing intranet application to SharePoint 2007 as is
Implement an entirely new architecture on SharePoint 2007, or potentially wait for 2010
Applicability of existing taxonomy to a new environment and identification of
necessary improvements and/or changes
Readiness for migration to SharePoint 2007 (or 2010)
Viability of simply migrating the intranet with limited change to the existing function or form
Assess opportunities for improvement as it relates to intranet usage and information
findability
Recommendations for improvement over the short, mid and long term
Identify easy wins to improve the user experience in the short term
Phase 1 - Assessment & Roadmap
7
Discussion with senior level stakeholders to identify and define an overall strategy
for the intranet
Identify Key Descriptors of current and future states
describe what you feel the intranet is today
The intranet is seen as the central location for organizational information but there is a general
frustration around findability through both search and navigation as well as a lack of credibility
attributed for whats there.
describe what you feel the intranet needs to be in the future
The intranet was described as a visually appealing and easily accessible one-stop destination for
finding people and information all the while engaging employees and promoting the organizations
culture.
Create a vision by completing the following three statements:
The goal of the intranet is toin a way thatso that
Executive & Senior Management Workshop
The mission of PCL Connect is to provide an authoritative,
comprehensive, and collaborative one-stop destination for timely
and accurate information in a way that is easy to find, secure, and
customized so that employees have access to the information and
knowledge they need to help them work more productively and
develop stronger connections with their peers
8
Gain an understanding of intranet usage patterns and the perception of the overall
value of information
Delve into the content lifecycle to better understand both creation and consumption
needs
Discuss processes around collaboration
Identify major pain points currently affecting
the environment
Individual & Group Interviews
9
Taxonomy and metadata
Heuristic evaluation of
existing environment against
30 best practices
Application and integration
Analysis of application of
taxonomy and metadata in
the existing environment
Search/navigation analysis
Review and evaluation of site
search and overall structure
Information Architecture - Evaluation & Analysis
10
Fundamentally many things wrong
with existing IA
Poor navigation & search
Taxonomy & metadata too
complex to be understood
Re-build the foundation to
Improve the user experience
(publishing & consumption)
Support integration of new
requirements
Ensure future scalability
Wait for SharePoint 2010
and functionality offered by Fast Search
Findings - Outcome & Recommendations
11
Requirements & Analysis
End user survey
One on one interviews
Stakeholder/project team working sessions
Content audit/inventory
Migration & tagging approach
Design
Taxonomy framework, vocabulary development, content type definition & metadata
schema
Use cases/user scenarios
Workflows, processes, audience analysis, roles & responsibilities
Site map/wireframes - logical hierarchy, navigation and search
Testing
Taxonomy Validation
Wireframes & Site Map
Phase 2 - Redesign
12
Quick 15 question survey intended to elicit data on:
User demographics
Intranet usage patterns
Perceived value of content
Perceived of value of Intranet
Recruit participants for future activities
End User Survey
74.20%
22.00%
3.10%
0.60%
0.10%
Daily
Weekly
Monthly
Few times a year
Never
E.G. How often do you use
the Intranet (PCL Connects)
as part of your job?
900 responses from
across the organization!
13
Gain an understanding of various roles in the organization
Identify tasks/activities that each performs
Discover how current technology supports these tasks
Uncover perspectives on the Intranet & value of content
Validate survey data
Stakeholder Interviews & Working Sessions
Findings included:
IA Categorization
Requirement definition
Source
OOTB
Custom + complexity
3
rd
party add-on?
Priority
14
Review a sampling of representative content to identify scope and basic content
structure (assess existing content types)
Topic tagging analysis (usage patterns)
User focused evaluations (popular/most used content)
Content Analysis
15
Content inventories - to improve findability of organizational content you need to
know at a high level:
Where it is located
Estimated volume (how much there is)
What types of content exist
Who the intended audiences are
What structure it has including metadata attributes and taxonomy
Identification of special characteristics
Title, owner, metadata, format, ROT (redundant,
outdated or trivial), content type, target audience,
destination, etc.
Content format
Conversion to web content from document centric
Migration overview
Roles & responsibilities
Tasks & timelines
Recommendations
Migration Strategy
16
How can we help publishers with the content clean up process?
Creation of job aids/guidelines on what to look for/what to keep including
management through automated reporting
Content Inventories
Included:
Document Type
Ownership
Source Location
View and/or Edit
Ready for migration?
17
Capture, define and document organizational taxonomy
Preferred terms, hierarchy, relationships, vocabularies, etc.
Taxonomy - Framework & Development
Globally:
11 Content Types
15 Standard Vocabularies
50 Metadata Fields
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Grouped together conceptually related taxonomies
Generated individual csv files for direct import into the Term Store Management Tool
Groups & Term Sets
Group = Project Execution
Term Sets:
Construction Expertise (flat)
Construction Topic (hierarchical)
CSI Code (hierarchical)
Delivery Method (flat)
Project Activity (hierarchical)
Project Code (hierarchical)
19
Define a core set of metadata elements required to be applied to all documents
upon their creation or upload
Document metadata requirements for unique document types
Metadata Schema
Schema included:
Field names
Column types
Descriptions
Mandatory requirement
Multi-value assignment
Data source (lookup)
20
Audience definition and mapping of job roles
Passive personalization design
Push of predefined content targeted to users based on audience
Audience Analysis & Personalization
Matrix included:
System identification
Preferred content types
Topical interests
Required content
Related roles
21
Active personalization design
Pull of content to users based on personal preference
Audience Analysis & Personalization
User Selected
Preferences
22
Provide specific descriptions of custom interactions between actors and the system
including the design of workflow & automation of process improvement
Identify
What the interaction is
Who the actors are
What triggers the interaction
Pre and post-conditions
Expected and alternate flows
Exceptions
Use Cases & Scenarios
23
Identification of a repeatable sequence of connected steps intended for the
automation of a business process
Typically used for the management of information lifecycles and enforcement of
governance. Includes:
Automated process design for promotion, submission, approval, retention, archival and
deletion of content
Workflow & Document Lifecycles
24
Provide a visual illustration of the logical organization of site content
Basis for primary and secondary navigation design
Site Map Design
25
To provide visual representations of content layout and identification of where
elements will be placed within page templates
Indicate notes regarding functionality such as taxonomy integration
Wireframe Design
26
Annotation for how each of the bits on each wireframe is intended to function
Wireframe Design
27
Design of Global, Sectional and Administrative navigation (header/footer)
Key considerations
What information is common to all site users? (identify candidates for centralization
forms, policies, procedures etc.)
What information is common to specific areas only?
Where will content physically live?
Where does information need to be displayed in multiple places, and how? (polyhierarchy)
Are there specific areas that require secured access? For who?
Can standardization of architectures for similar conceptual constructs, such as
departments or geographies be developed?
Navigation Design
28
Improve findability by leveraging consistently tagged metadata surfaced via facets
in a variety of ways
Leveraging Taxonomy to Improve Search
Faceted Search
Design
29
Display of facets defined as part of the taxonomy for a specific content type (Forms)
Scoped to include forms, templates & checklists only
Leveraging Taxonomy & Search Scopes
Faceted Search for
Forms & Templates Only
30
Display of topics defined as part of the taxonomy
Execute scoped search when clicked
Leveraging Taxonomy as Navigation
A-Z Index
(topic taxonomy)
31
Design of wireframes for mobile access (e.g. Blackberry)
Creating a Mobile Experience
View both
Corporate and
District news
Search for
People
32
Samsung Jack (Windows Mobile Device) and the iPhone
Creating a Mobile Experience
33
Users asked to walk through scenarios that test the design of the taxonomy,
navigation & user interface
Testing Taxonomy, Navigation & IA
Wireframe
Site Map
Scenario & Tasks
34
Visual Design - Home Page (draft v2.0)
35
Visual Design - People Page (draft v2.0)
36
Taxonomy development & information architecture enabled:
A multifaceted approach to information findability
Process for capturing & disseminating organizational memory
Automation of information management lifecycle to ensure relevance and timeliness of
content
Creation of consistent and standardized organizational terminology
Design of powerful and reliable enterprise search across multiple data repositories
Passive and active personalization
Summary
37
Questions?
Jeff Carr
Senior Information Architect & Search
Consultant
780-819-7275
jeff@earley.com
Seth Earley
CEO
781-820-8080
seth@earley.com
Follow me on twitter: sethearley
Connect with me on LinkedIn: www.linkedin.com/in/sethearley

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