Pete Gilbert

UWE Facts

• 8 Campuses in South West

• 4 in Bristol

• 34,000 students

• 4,000 staff

SharePoint at UWE

• SharePoint Portal Server 2003

• Organisational change

• 12 Faculties down to 4

• Shared drive issues - permissions

The Approach

• Small team (3 at the time)

• SharePoint as a platform

• Document storage

– Committee papers, agendas, minutes

• Business Problems

• On request – quick turn around

• Bespoke solutions

• 4 solutions today

Solution: Simita

The Problem:

•Law students need experience

•If go out on placement end up

doing menial tasks

•Simulation

•Paper simulations take too much

administrative work

Solution: Simita

•SharePoint site for each

“Law Firm”

•Students role play solicitors

in firm

•Self contained “virtual

environment”

Solution: Simita

www.uwe.ac.uk/elearning

Simita: Tutor Assessment

Solution: Simita

• Increased Student engagement

• No longer the “dreaded” project

• Blackboard module highest no. of hits

• Students use system at

weekends/holidays

• Assessment is easier for tutors

Solution: Student Village

Problem:

•4 Courts, 2000 bedrooms,

•24 hour a day support

•Wardens, Security staff,

porters, managers

•4 Handover meetings per

day

•Paper log books

Student Village

• Replaced with a single SharePoint site

• Modified discussion group to replace

handover meetings

• InfoPath form for serious incidents

• Single documentation area

• Hospitality Assured Certification

Student Village:

Handover & Incidents

Half way!

Student Village

• 24 Hour operation requires 24x7 support

• Been running for 2 years now

• Improvements

– Reporting

– Link to Student Records System

– SMS Support

– Automated escalation of incidents

Solution: GDP

• Problem – Getting staff to collaborate on

graduate development documents

• Information not being shared

• Replication of documents.

GDP: Session Materials

GDP: Search

Business Processes

• Many Paper based processes

– Capital Bids

– Recruitment

– Expenses/travel

• “Hidden” processes - analysis

• Ties up a lot of people on “busy work”

Business Processes: Aims

• Replace paper based processes

• Business analysis of processes

• Improve speed of bids

• Reduce paperwork/administration

Solution: eFIN10 Capital Bids

eFIN10 Capital Bids:

Workflow Tracking

Results so Far

• Approval Process much quicker

• Process is more transparent

• Reporting

• Blueprint for future processes

• Saved Money

• New Team: Business Processes

Key to our success: People

• Evangelise SharePoint in Organisation

• Training

• Meetings with steering groups/managers

• One to one meetings

• SharePoint User Group

• “Grassroots”

Future

• Strategic Platform

• Governance document

• Team has to grow

• SharePoint 2010

• Profiles and Blogs

• Teaching and Learning

Contact

• Email: peter.gilbert@uwe.ac.uk

• http://blogs.uwe.ac.uk/people/petergilbert

• http://peterhaus.wordpress.com/