Creating a Digital Workplace relevant to all staff - Theta2017 Conference
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This document summarizes Andy McBride's presentation on creating a digital workplace at Queensland University of Technology. It discusses consolidating over 20 intranets into a single digital workplace with global and local content. It also covers implementing an enterprise-wide search, application directory, customizable launch pad, and simple feedback mechanism. The goals were to reduce duplication, provide a single source of truth, and make tools more useable and relevant for staff.
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Creating a Digital Workplace relevant to all staff - Theta2017 Conference
- 2. Queensland University of Technology CRICOS No. 00213J Creating a Digital Workplace relevant to all staff THETA 2017 | ANDY MCBRIDE
- 3. Queensland University of Technology CRICOS No. 00213J 3 User Experience Specialist ANDY MCBRIDE ME — Student Intranet & Portal — Staff Digital Workplace — QUT mobile app @andymac7a.mcbride@qut.edu.au
- 6. Queensland University of Technology CRICOS No. 00213J ABOUT QUT 6 Queensland University of Technology BRISBANE — Located in Brisbane, Queensland — Three main campuses Gardens Point GP Kelvin Grove KG Caboolture CB
- 7. Queensland University of Technology CRICOS No. 00213J OUR KEY INTERESTS - Learning and Teaching - Research - Community Engagement OUR PEOPLE - 47,000+ student enrolments - 13,000 staff - 227,000 Alumni ABOUT QUT OUR RECENT ACHIEVEMENTS - 24th worldwide in Times Higher Education Uni’s under 50 years old
- 8. Queensland University of Technology CRICOS No. 00213J OUR TEAM 02 TWO TALENT WINS GAMES, BUT TEAMWORK AND INTELLIGENCE WIN CHAMPIONSHIPS. - MICHAEL JORDAN “
- 9. Queensland University of Technology CRICOS No. 00213J OUR TEAM 9 UI and UX SPECIALIST TECHNICAL SPECIALISTS PROJECT MANAGER SEARCH SPECIALIST BUSINESS ANALYSTS JAVA DEVELOPERS COMMS and CONTENT CREATION 10-15 STAFF Located in the IT Department
- 10. Queensland University of Technology CRICOS No. 00213J LONG ROAD TO NOW 03 THREE TRUE SUCCESS IS NOT A PROJECT BUT A JOURNEY. - MYLES MUNROE“
- 11. Queensland University of Technology CRICOS No. 00213J LONG ROAD TO NOW 11 2002 2006 2008 2013 20151999 Released staff and student portal called QUT Virtual. Based on Oracle Portal. Implemented a Data Warehouse at QUT. Introduced mobile web-based application. Rolled out major updates to staff and student user interfaces. Release staff Digital Workplace with new responsive user interface. Moved staff and student portals to LookingGlass Portal. Based on LifeRay. 2017
- 12. Queensland University of Technology CRICOS No. 00213J OUR VISION A strongly integrated and personalised virtual environment for QUT’s Learning, Teaching, Research and Business activities. MOBILE AUTHENTICATED SEARCHABLE PERSONALISED INTEGRATED SUSTAINABLE SOCIAL
- 13. Queensland University of Technology CRICOS No. 00213J THE NOW – A CRITICAL TOOL FOR THE UNIVERSITY 13 Entry point to 270+ corporate systems and applications 12 million unique sessions in the last year 1.7 million unique searches Visited from 180+ countries Hosting 70+ applications
- 14. Queensland University of Technology CRICOS No. 00213J 14 GOLD AWARD INTRANET AND DIGITAL WORKPLACE AWARDS 2016 IDWA An ambitious and high-impact new staff intranet with great approaches to search, personalisation and supporting content owners.
- 15. Queensland University of Technology CRICOS No. 00213J SOLVING PROBLEMS, CREATING RELEVANCE 04 FOUR
- 16. Queensland University of Technology CRICOS No. 00213J MANY AUDIENCES, MANY NEEDS 16 Audience vs. Needs OFF CAMPUS vs ON CAMPUS FULL TIME vs PART TIME RESEARCHERS ACADEMICS DIGITAL NATIVE vs DIGITAL IMMIGRANT STUDENTS PROFESSIONAL STAFF PhD STUDENTS VISITORS DESK BASED vs MOBILE
- 17. Queensland University of Technology CRICOS No. 00213J STAFF ENGAGEMENT 17 UX EXERCISES Card sorting, Tree testing REFERENCE GROUPS BUSINESS AREA MEETINGS SURVEYS USER BETA TESTINGUSER INTERVIEWS HALLWAY INTERCEPTS Engage early and often
- 19. Queensland University of Technology CRICOS No. 00213J OUR COMPANY 19 THERE IS TOO MUCH DUPLICATION. WHICH ONE IS THE OFFICIAL POLICY? - MARY THE MANAGER “
- 20. Queensland University of Technology CRICOS No. 00213J MANY INTRANETS, MUCH DUPLICATION — Many attempts at isolated one-stop shops — Over 20 separate intranets!! — Duplicated QUT-wide content — Result: – Source of truth no longer clear – Important QUT-wide content was often out of date or conflicting – Enterprise wide search impossible 20 INTRANETS, INTRANETS EVERYWHERE!
- 21. Queensland University of Technology CRICOS No. 00213J THE CHALLENGE 21 CREATE SINGLE SOURCE OF TRUTH MAINTAIN LOCAL VALUE REDUCE DUPLICATION
- 22. Queensland University of Technology CRICOS No. 00213J GLOBAL AND LOCAL CONTENT, ONE PAGE — Consolidate 20+ intranets into 1 Digital Workplace — Implemented unique content presentation approach Global content — Appears in white box at top — QUT-wide audience Local content — Appears in blue box — Local audience, shown based on users role (e.g Caboolture staff) 22 EXAMPLE CONTENT PAGE
- 23. Queensland University of Technology CRICOS No. 00213J GLOBAL AND LOCAL CONTENT, ONE PAGE 23
- 24. Queensland University of Technology CRICOS No. 00213J GLOBAL AND LOCAL CONTENT, ONE PAGE 24
- 25. Queensland University of Technology CRICOS No. 00213J GLOBAL AND LOCAL CONTENT, ONE PAGE 25
- 26. Queensland University of Technology CRICOS No. 00213J GLOBAL AND LOCAL CONTENT, ONE PAGE 26 424 TOTAL PAGES CREATED or DELETED 494 TOTAL STAFF TRAINEDSIZE OF AUTHORING COMMUNITY Coordinators 156 Editors 344 Total 500
- 27. Queensland University of Technology CRICOS No. 00213J REUSEABLE Content can be reused across multiple pages and communities. PERSONALISED We can tailor web content for a specific user. REDUCED DUPLICATION Cut total number of pages from 17,000 to 2,000 (80%). USER FRIENDLY Content can be updated once, published globally. GLOBAL AND LOCAL CONTENT BENEFITS FLEXIBLE CONTENT AUTHORING Allows for both a distributed and centralised content authoring community at the same time. SUSTAINABLE Web content is self managed by the expert/authoratative area.
- 28. Queensland University of Technology CRICOS No. 00213J OUR COMPANY 28 I CAN’T FIND ANYTHING! WHY CAN’T IT JUST BE LIKE GOOGLE. - SALLY SEARCHER “
- 29. Queensland University of Technology CRICOS No. 00213J SEARCHING SILOS — Each website had their own individual content search tool. — Several specialist searches: — People search — Book search — Class search — etc — Staff used Google as it would search everything at once 29 POOR SEARCH EXPERIENCE
- 30. Queensland University of Technology CRICOS No. 00213J ONE SEARCH FOR ALL — A single search tool, accessible anywhere. — Searches: — Content (all websites 210+) — People (staff and students) — Learning data (units, classes) — Applications — Simple, easy to use mobile responsive user interface 30
- 31. Queensland University of Technology CRICOS No. 00213J ONE SEARCH FOR ALL 31 CONTENT RESULTS EXAMPLE
- 32. Queensland University of Technology CRICOS No. 00213J ONE SEARCH FOR ALL - GOOGLE-LIKE FEATURES 32 PREVIOUS SEARCHES TYPE AHEAD PREDICTION SPELLING CORRECTION ACRONYM DEFINER CONTEXTUAL INFO BOXES
- 33. Queensland University of Technology CRICOS No. 00213J ONE SEARCH FOR ALL — User can customise their search experience — Preferences include: — Default search type — Number of results displayed — Hide contact number — Spell checking — Show recent searches 33 SEARCH PREFERENCES
- 34. Queensland University of Technology CRICOS No. 00213J ONE SEARCH FOR ALL 34 1.2+ million unique searches in last 12months Top 10 Searches library academic calendar MOPP ELMO blackboard sharepoint fileshare Travel It helpdesk 672,345 457,384 249,484 73,404 9,300 4,509 Searches by type Content Student Staff Unit Class Application 97% of users found their result within the first seven search results
- 35. Queensland University of Technology CRICOS No. 00213J CUSTOMISEABLE User can customise their search experience to suit their needs. ONE LOCATION User only needs to go to one place to search for everything. USER FRIENDLY User interface is simple and familiar (uses similar layout to Google). SEARCH BENEFITS FEATURE RICH Incorporates several search features to assist the user find what they need. MOBILE FRIENDLY User interface uses mobile responsive design. SUSTAINABLE Easier to manage and tune a single search engine.
- 36. Queensland University of Technology CRICOS No. 00213J OUR COMPANY 36 I WANT TO BE ABLE TO ACCESS ALL OF MY APPS IN ONE PLACE. - TERRY TECHHEAD “
- 37. Queensland University of Technology CRICOS No. 00213J THE APPNADO™ — Over 450 web apps at QUT — Some within Digital Workplace, most outside — Staff found difficult: — Knowing which apps were available — How to request access — How to get support — Maintaining easy access to their apps 37
- 38. Queensland University of Technology CRICOS No. 00213J LAUNCHPAD AND APPLICATION DIRECTORY 38 APPLICATION DIRECTORY LAUNCHPAD
- 40. Queensland University of Technology CRICOS No. 00213J LAUNCHPAD — Fully customiseable — Staff can: — Add and delete web shortcuts — Add and delete app shortcuts (from Application Directory) — Manage order of shortcuts — Decide how shortcuts are opened — Restore default set of shortcuts 40
- 41. Queensland University of Technology CRICOS No. 00213J APPLICATION DIRECTORY 41 APPLICATION DIRECTORY EXAMPLE
- 42. Queensland University of Technology CRICOS No. 00213J APPLICATION DIRECTORY — Each application has: — Title — Description — Icon — Category — Access requirements — Support contacts; and — Training & manuals — Content maintained by the application owner 42 APPLICATION LISTING EXAMPLE
- 43. Queensland University of Technology CRICOS No. 00213J LAUNCHPAD AND APPLICATION DIRECTORY 43 Top 5 Shortcuts Email Blackboard StaffConnect (HR) Reporting SAMS LaunchPad Added Clicked on App shortcuts 29,000+ 1.5million+ Web shortcuts 5,100+
- 44. Queensland University of Technology CRICOS No. 00213J CUSTOMISEABLE User can customise their LaunchPad to suit their needs. ONE LOCATION User has all of their important shortcuts in one location. USER FRIENDLY User interface is simple and easy to use. LAUNCHPAD AND APPLICATION DIRECTORY BENEFITS INTEGRATED The LaunchPad is integrated throughout the Digital Workplace (eg. Search). MOBILE FRIENDLY User interface uses mobile responsive design. SUSTAINABLE Application content is self managed by the application owners.
- 45. Queensland University of Technology CRICOS No. 00213J OUR COMPANY 45 WHY IS IT SO HARD TO PROVIDE FEEDBACK? - FREDDIE FEEDBACK “
- 46. Queensland University of Technology CRICOS No. 00213J FEEDBACK WAS HARD — Many feedback channels, none consistent or integrated — Staff found difficult: — Knowing where to provide feedback — We found difficult: — Managing and reporting on feedback 46
- 47. Queensland University of Technology CRICOS No. 00213J FEEDBACK, MADE SIMPLE — One simple, easy way to provide feedback - the big pink button — Feedback button on every page 47
- 48. Queensland University of Technology CRICOS No. 00213J FEEDBACK, MADE SIMPLE On content pages — Feedback sent to corresponding content coordinator to action Within applications — Feedback sent via Jira to corresponding technical area to action 48
- 50. Queensland University of Technology CRICOS No. 00213J ONE LOCATION User can provide all of their feedback in one location. USER FRIENDLY User interface is simple and easy to use. FEEDBACK BENEFITS INTEGRATED The Feedback button is integrated with the Digital Workplace CMS. MOBILE FRIENDLY User interface uses mobile responsive design. SUSTAINABLE Feedback is self managed by the content authoring community.
- 51. Queensland University of Technology CRICOS No. 00213J WHAT’S NEXT FOR US HiQ Transforming the student experience
- 52. Queensland University of Technology CRICOS No. 00213J WHAT’S NEXT FOR US - HiQ 52 NEW STUDENT SPACES NEW STUDENT INTRANET AND PORTAL NEW MOBILE APP