KNOWLEDGE LIBRARY A CENTRAL SOURCE FOR ALL DOCUMENTS 2016 CSU-CCC-UC COLLABORATIVE BUSINESS CONFERENCE CSU, SACRAMENTO 2

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2 KNOWLEDGE LIBRARY A CENTRAL SOURCE FOR ALL DOCUMENTS 2016 CSU-CCC-UC COLLABORATIVE BUSINESS CONFERENCE CSU, SACRAMENTO 2

3 Agenda What is the UCPath Center? Why a Knowledge Library? Knowledge Library Strategy Design Lessons Learned Visual Walkthrough Questions UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 3

4 UCPath Center A shared services center for the University of California that processes payroll, benefits, human resources and academic personnel transactions/solutions for UC employees. UCPath Center site: UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 4

5 Why a Knowledge Library? Needed: Central Storage Location Single Access Point Share Knowledge Document Management Knowledge at Right Time UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 5

6 Knowledge Library The central knowledge repository for the UCPath Center. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 6

7 Strategy Create a central repository for knowledge. Establish easy access and navigation to knowledge. Maintain, identify and share knowledge that is critical to the success of the organization. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 7

8 Design Cabinets Content Types Managed Properties Taxonomy Design/Structure/Classification Term Store Management Key Steps Search Capabilities Records Retention UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 8

9 Cabinets Knowledge Library designed with 8 cabinets: Academic Personnel Benefits Finance Payroll & Accounting Reporting & Analytics Internal Operations Internal Learning Resources Workforce Administration UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 9

10 Content Types What is a content type in SharePoint? Content type = reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents (2016 Microsoft). UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 10

11 Content Types Provide a consistent template when publishing content in the Knowledge Library; exposes columns that require information. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 11

12 Managed Properties Managed Properties are the data properties associated to the content. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 12

13 Managed Properties Deployed to ensure document properties are refinable, queryable, and searchable. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 13

14 Lessons Learned Cabinets (topic specific) allow room for growth and specific access to content. Content types associate information to content and serves as a template, keeping data consistent. Managed properties should be configured to be refinable, queryable, and searchable in order to expose content. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 14

15 Taxonomy The taxonomy classifies documents, provides structure and a common terms language for searching content within an organization. Structure/Classification Level 1 Cabinet (Topic) Level 2 Group Level 3 Category Level 4 Term UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 15

16 Taxonomy Example of UCPath Center Taxonomy: includes terms and managed properties. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 16

17 Taxonomy Term Store Management manages taxonomy and managed properties (terms). UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 17

18 Taxonomy Key Steps: Create Content Inventory Interview Department Analyze Data Structure UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 18

19 Lessons Learned Taxonomy Having too many terms is complicated, terms are repetitive, not unique, and too specific. It takes several revisions to get the taxonomy right. Update until it meets organization needs. Keep terms broad, it allows growth and uniqueness. Establish a common language for easy navigation and search. Inventory content, interview department, analyze and structure data. Are managed by term store management. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 19

20 Search Capabilities Refinement Panel Configured to add/remove refiners, and to organize into a logical grouping/ordering. Manage Properties and Taxonomy Refiners UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 20

21 Search Capabilities Search Box Provides Text box, Search Button, and access to Advanced Search. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 21

22 Search Capabilities Search Results Configured to use a custom Display Template for rendering search results with paging. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 22

23 Lessons Learned Search Capabilities Refinement panel is required to display the taxonomy and managed properties. It provides easy navigation. Search box allowed us to search content, expose advance options, and search the managed properties. Search results allowed us to display content in a way it made sense to the user, including page numbering and document icon type. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 23

24 Record Retention Documents are sent from a cabinet to a centralized document library for archiving. Record retention policies are in place by using SharePoint Information Management Policies for document disposition. Soft Delete Can be recovered within 30 days in recycle bin Hard Delete Can not be recovered and 0 days in recycle bin UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 24

25 Lessons Learned Records Retention Each cabinet should have its owned records retention policy. Determine the disposition of the content type is: Soft Delete or Hard Delete Archive content is not searchable. UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 25

26 Overall The Knowledge Library has provided UCPath Center: Document Management Taxonomy Structure Easy Navigation Quick Access Sharing Knowledge Platform Currently there are over 1,000 published documents/content UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 26

27 Knowledge Library Visual Walkthrough UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 27

28 Overview Portal Home Page Help Site Uploading Drop Off Library Publishing Content Retrieval Search Basic Advanced Records Retention Archive UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 28

29 Home Page UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 29

30 Help UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 30

31 Drop Off UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 31

32 Publishing UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 32

33 Basic Search UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 33

34 Advanced Search UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 34

35 Archive UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 35

36 Archive Library UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 36

37 Questions? UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER 37

38 Thank You!