Overview of the practical application of MS SharePoint for
processing and communication needs of the Texas Tech
University Office of the Registrar
SACRAO Session M2.7
February 4, 2013
10:30 – 11:30 AM
 Historical Perspective:
 Fall 2008 – Banner Conversion
 Registrar’s Office was tasked with dually processing data
in both the OLD system and the new Banner system.
 Decentralized processes were pulled back to the
Registrar’s office for that term.
 Staffing level of 10 people and four student assistants
 Challenges faced:
 Current “standard” responsibilities had to be
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maintained
Consistency of information entered in both systems
Delivery methods of information (fax, email, handdelivered)
Multiple contacts for status reports (phone, email)
VOLUME, VOLUME, VOLUME
No funds for additional staffing
 Emergency Solution: MS SharePoint
 One-stop collection of data processing
requests
Utilizing MS
SharePoint for
Efficiency and
Communications
 Allowed for better management of
“For every
personnel resources
 Immediate status updates available to
requestors
 Tracking of information for corrections
mountain, there is a
 Record Auditing
 Emergency auditing of converted data to
assist with record accuracy
 Additional tools
 Mailing labels
 Quick general communication to
prescribed groups.
miracle.”
-Robert H. Schuller
“When faced with a
challenge, look for a
way, not a way out.”
-David Weatherford
Fall 2008 by the numbers
Processing:
(Sept 1, 2008 – April 15, 2009)
 More than 19,000
mass requests and
data conversion
corrections
 More than 30,000
campus community
requests for
processing
 Almost 1000 hours
of overtime
 Negatives:
 Campus resistance
 Security maintenance
 Lack of organization
 Not every process available
 No resource information
 SharePoint “guru” left office
 Registrar SharePoint “ReMix”, Summer 2011 – Spring
2012
Analyzed missing request types
Surveyed key influencers on needs/wish-list items
Tapped into other campus resources
Conducted security audit
Separated and addressed internal needs vs external
needs
 Created greater resource tools: announcements,
calendars, document libraries
 Created separate tool for all faculty and staff to report
Grading and Registration issues
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
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Utilizing MS
SharePoint for
Efficiency and
Communications
“I don’t want the
problems solved for
me. I want the
fishing rod, not the
fish.”
-Yanni
“Sometimes, instead
of climbing over the
barricades, you’ve got
to walk around
them.”
-Bono
 Implemented for Spring 2012:
 Built processes specific to Athletic Certification and
communication needs.
 Created separate tool for all faculty and staff to report
Grading and Registration issues
Registrar SharePoint
Issues SharePoint
 Coordinate current student
 Resource documents
processing requests from
colleges
 Coordinate incoming
student needs with
Admissions offices
 Coordinate technical
assistance with IT
personnel
 Provide internal resources
for staff
 Announcement
capability
 Specific Issue Reports
and workflows
 MS SharePoint 2010 - Where are we
going?
 Greater opportunity for complete, paper



less workflows
More flexibility with communication
tools
More attention to ease-of-use for campus
customer base
Greater attention to communication
workflows to handle standard “issues”
Identifying additional “tie-in”
opportunities with other campus offices
Utilizing MS
SharePoint for
Efficiency and
Communications
Focusing use on:
•Communication
•Processing
•Organization
•Resources
• Cleaner, brighter, friendlier presence
• Greater attention to appearance and design of data
• Separation of information/communication functions and processing functions
Bobbie Brown
Registrar
Bobbie.brown@ttu.edu
November 6, 2012