Web Systems Process Improvement Project Reduces Web Applications by 60%

By Dennis Van Patter, CDOT Communications Office

January 19, 2015 

Most Colorado Department of Transportation (CDOT) employees have heard about SharePoint, the Microsoft web-based document management system designed to store files and documents in collaborative locations so that they can be edited and shared easily and efficiently.  At least – that was the concept. 

The reality was a bit more convoluted.  Terri Brooke-Hasstedt, CDOT Region 3 Business Office employee and current chair of the CDOT Lean Process on SharePoint Governance, recently wrote, “CDOT regions used SharePoint independently, which made it difficult to find anything.  Administration of SharePoint was inconsistent and unorganized.”  This resulted in a total of 144 sites established, only 99 of which applied to all of the CDOT regions.  “Even though people knew the tool existed, few used it because it was difficult to navigate,” she added. 

Web Systems Process Improvement Project

Web Systems Process Improvement Project 

Anyone who had faced the issues of inability to find a needed SharePoint site, and sometimes being blocked by lack of permissions or unknown passwords, would most likely agree. 

Governance of the whole concept was needed, and that’s why the Lean project was started in July 2012.  This included establishment of a multi-jurisdictional SharePoint Governance Team, which more recently has been broadened in responsibility to include both internal and external CDOT websites, Google Options (Good Sites, Docs, and Forms) as well as PartnerNet, the external-facing SharePoint access program.  The team is now known as the Web Governance Team. 

Process improvement programs strive for quantifiable results, and SharePoint/Web Governance has delivered in that area. 

For starters, what could have been a very messy conversion from SharePoint 2010 to the new 2013 version was managed efficiently and is now virtually complete.  “Four or five sites opted to stay with the 2010 version until they’ve finished their projects at the end of this year,” Brooke-Hasstedt noted.  “Everything pertinent has migrated.  That’s a major accomplishment and a big relief.”  Along with the 2013 version come improved functionality and efficiency, including search functions, business intelligence, security, browser support, and overall performance. 

Working consistently (via phone conference meetings every two weeks), Web Governance has accomplished the following: 

There is much more work to do, as well.  Google options such as Sites, Documents, and Forms must be studied and governed.  Then there is Plone, the web-publishing software used by CDOT, and the project tool known as ProjectWise.  Overall, the team is charged with the responsibility of determining the best available alternatives to meet the needs of CDOT employees, workgroups, and divisions. 

Gary Vansuch, project mentor and CDOT’s Director of Process Improvement, said the list of accomplishments is impressive.  “This group has stayed together, with a few changes over time, and continually kept pushing forward.  The types of results they have demonstrated are only possible by working in a strong team concept.” 

Brooke-Hasstedt agreed.  “The process was often messy, with so many mindsets, each protective of our Regions and/or divisions.   When you work with amazing people and arm them with great Lean tools, the result is solid, workable ideas.” 

Project Honor Roll

Project Sponsor – Johnny Olson, Region 4 Transportation Director

Sponsor Coalition – Reza Akhavan (R6 Transportation Director/retired); Tony DeVito (R1 Transportation Director); Tom Wrona(R2 Transportation Director/retired); David Eller (R3 Transportation Director); Gregg Miller (CDOT OIT Liaison); Kerrie Neet (R5 Transportation Director); William Johnson (Transportation Development/Team Leader); Heidi Humphreys (Director of the Division of Administrative Services).

Team Members past and present: