LIBR 246: Project Proposal (draft)

Our group, Liz Graham, Amanda Ottaway, and Carolyn Tucey, would like to implement an intranet, specifically MS SharePoint, in an academic library.

Description: Microsoft SharePoint 2010 makes it easier for people to work together through an intranet environment. Using this software, staff can set up basic websites using templates to share information, manage documents, and publish reports. This is a collaboration tool for companies and organizations.

Service Provided: Libraries can use SharePoint as a Knowledge Management System to manage their own organizational knowledge. This will allow the library to improve services and effectiveness by using information generated and stored about processes and services.

Benefits: SharePoint will increase productivity by empowering employees through the use of real-time access to shared documents and information, provide increased opportunities for collaboration, as well as supplying library staff with the capacity to access information about policies and procedures in an organized fashion.

Evidence: See the following articles-

• Knowledge Management and Academic Libraries
• The Social Tools of Web 2.0
• The utilisation of an intranet as a knowledge management tool in academic libraries
• Who Moved My Intranet? The Human Side of Introducing Collaborative Technologies to Library Staff

Possible Roadblocks: As with any technology, one possible hurdle to overcome is proficiency with computers and technology. Other potential hurdles include the institutional culture (for example, how well the organization will respond to change), support of the technology, and finding the means to implement it (financially and physically).

Overcoming Roadblocks: Before implementing SharePoint, the library should designate several people as leads on learning and planning the library’s strategy for launching the software. These people will become the point of contact for training and troubleshooting. By having staff become well acquainted with the system before launch, they will have a better understanding of the software and how it will best be utilized within the organization.

Specific Software:  Microsoft SharePoint 2010 Enterprise

Ongoing Maintenance Plan: The staff who are most familiar and comfortable with the system, likely those who were designated as early adopters, will continue to monitor the system and offer training, support, and troubleshooting for staff. They will also be responsible for publishing clear documentation on how the intranet should be structured to allow for consistency within the system.

Assessment: Periodic staff feedback, particularly after the first six-months, and use statistics will be used to determine if the software is having the desired collaborative effect and impact on the library staff.