new leveraging sharepoint for library services -...
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Leveraging SharePoint for Library Services - F6
Moderator – Peter Zimmer, Project Leadership Associates
Presentation from Stacy Pangalinan, DLA Piper
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Presenters
Peter Zimmer, MCTS - SharePoint |
Sr. Solutions Architect – Team Lead SharePoint
Project Leadership Associates
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Stacy Pangalinan
Manager, Library Digital Services
DLA Piper
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Presenters
First Name Last Name
Title
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Peter S. Zimmer
Senior SharePoint Architect
Project Leadership Associates
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Outline
• Library intranet page
• Creating ERM forms using custom lists
• Using Teamsites for project management
• Creating Research Portals that are integrated with the library’s ILS
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Library Intranet Page
• We are currently using Sharepoint 2010
• Firm policy requires us to use the standard firm template (three columns) for the library page
• Currently getting ready to release a library page “refresh”
• We use nrls to avoid putting documents in more than one location
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ERM Forms using Custom Lists
• Custom Lists are very versatile and fairly easy to create
• Some of the things you can create using custom lists:
– Forms
– Resource lists (i.e. A-Z lists, PG lists etc…)
– Password management
– Anything you would use a spreadsheet for
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Using Custom Lists for ERM forms
• Easy to create and edit
• Great for data collection and statistical reporting
• Creates a uniform workflow for the lifecycle of eResources
• Easily exported to spreadsheets
• More version control and ability to control data input than you can with shared spreadsheets saved locally or in a document management system
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How to create forms using custom lists
• On the Site Actions menu choose More Options
• Filter by List
• There are many list templates that you can choose or you can build your own using Custom Lists
• Name your list and click create
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• Now you can add columns, create and modify views and customize the list settings
• Once you have the list set up then you just choose “Add new item” to populate the list.
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Using Team Sites for Project Management
• A Team Site is a site which gives all users (or selected users) the ability to author, collaborate and share information
• We use Team Sites for our wiki and for project and team management
• My team is currently using the calendar and issue tracking
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Creating Dynamic Research Portals
• What we wanted to accomplish:
– update information in as few places as possible
– automatic updating from ILS to portals
– up to date and relevant
– easy to access
– debut in coordination with firm wide rollout of new intranet using Sharepoint 2010
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How we accomplished these goals
• Created a coding system we called “MIRC”
• Used local (and unused) MARC fields
• Designed the system so it would be extendable/changable as our needs evolved in the future
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Getting info from ILS to Custom List
• Created a process for extracting the data from our ILS to a site designated by IT department
• IT then set up an program to replace the old spreadsheet automatically every night (and turn it into a custom list on our Sharepoint site)
• Still working toward a more “real time” interaction between ILS and Sharepoint
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Turning the custom list into Research Portals
• Worked with IT to design page templates that incorporated tabs
• Used the MIRC codes to filter the list using standard list view webparts
• Designed a standard left bar that included sources and links applicable to all practice groups
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DLA Piper Research Portal Content
• practice group pages with subgroup tabs
• library catalog
• research request link
• a-z list of electronic resources
• quick links
• personalized password lists
• Some key resources and library links
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Outline
• …
• Information Dissemination
– Information Challenges
– Prior Solutions
– Today’s Solution
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Information Dissemination
Getting your information out
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Information Challenges
• Gathering Information
• Updating Information
• Keeping information up to date
• Information Owner
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Prior Solutions
• Practice Groups maintain their own lists – Emails from Librarians
– Missed changes
– Out of date information
• Librarians update many lists in many sites – Lists missed
– Stale content
– Out of date information
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Today’s Solution
• One place to update all information – Information is stored in one location
– Information is updated in one location
– Information is consumed by practice sites
– No stale information
– No out of date information
– No searching for where the information should be updated
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Solution
• SharePoint Content Search Web Part – Lists created in one site based off of a specific content type
– Metadata assigned to items
– Content search web parts added to practice group pages • Filtered by content type
• Filtered by metadata
• Data is updated in one location
• Search updates throughout site
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Library Resources Site
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List Structure
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Content Type
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Search configuration
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Content Search Web Part
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Practice Page Result
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DEMO
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Questions and Answers
• Stacy Pangilnan – [email protected]
• Peter S. Zimmer – [email protected]