Q: How did you decide on the technology for the Board of Trustees solution?
A: In 2007 we were tasked with developing a solution to meet
the increasing administrative and Board needs for timely, secure
document sharing and pre-meeting collaboration. The process being
used was complicated by the difficulty in disseminating large documents
electronically across multiple email systems with different filtering and rules.
Given the visibility and criticality of the need, we
decided to leverage our collaboration with Microsoft to deliver
a secure, collaborative workspace to support these needs.
SharePoint’s document management capabilities and collaborative
workspaces provided the foundation needed to deliver a state-of-the-art
solution for the Board of Trustees.
Q: Is the Board of Trustees site live today? Did you pilot the site before go-live?
A: Yes, the Board of Trustees site was officially launched in March 2008,
when we held our first board meeting off the new site.
To facilitate this launch, the site was piloted to
a select group of Trustees and administrators over
the summer and fall of 2007. We kicked off the pilot
with overview sessions offered to 30-40 key administrative
staff from areas that are heavily involved in Board meeting
material production. These included assistants to the Deans
and Vice Presidents and key staff in Administration and Finance,
Communications, and Advancement. Our goal was to introduce them
to the site, get their suggestions for improving the
functionality, and get their buy-in for the process. The
early exposure and buy-in was critical to our success.
Early in the pilot, we also reached out
directly to the Vice Presidents. They all were very supportive,
even enthusiastic. This is especially true for the Vice Presidents
critical to Board material production – the Sr. Vice President and
General Counsel, the Sr. Vice President for Administration and Finance
and CFO, the Sr. Vice President for Institutional Resources, and the Sr.
Vice President for Health Sciences and CEO of the Medical Center and
Strong Health. We were also fortunate to have a few staunch Trustee
supporters in the pilot group, including the Chairman of the Board.
The success of the pilot and official launch was
due in large part to the strong collaboration between
the executive members of the President’s staff and the
University Information Technology resources.
Q: What types of board documents are available on the Board of Trustees site?
A: Document libraries were created for BOT Committees,
BOT Bylaws, the University Charter, BOT Policies, and Financials.
Any existing documents were then uploaded to the site under these document libraries.
The Board of Trustee site has been designed to accomodate easy navigation and
presentation of the most common requests for information which include:
- Board Directory
- Past Meetings
- Meetings & Events
- Links to Board Resources (ie:Bylaws, Charter, Policies)
- Committee Materials
- General Board Materials and Resources
- Board Materials and agenda for upcoming meetings, itemized by day of meeting
- Administration of Site Permissions
Q: Is there any additional cost to use the Board of Trustees site?
A: Although there was an initial investment required to build the Board
of Trustees site, there is no additional cost to use the site. Also, there is no incremental
annual cost for the product.