Sharepoint in a nutshell guide

January 5, 2018 | Author: Anonymous | Category: Business, Management, Project Management
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A simple guide to SharePoint General information about the project for briefing colleagues

Introduction to the project Information Services is project-managing the University of Brighton’s move to SharePoint. The team is already in discussion with a number of departments about what SharePoint could do for them. These slides contain useful background information about the project. Perhaps your school or department:



Is already working with Information Services, but would appreciate some supporting information



Has been asked to get involved in some way (and want to read about the project before you make enquiries)



Doesn’t need to work on it but still wants to understand what SharePoint ‘is’ and ‘is not’.

Whatever stage your school or department is at, the key aim of this presentation is to ensure that your staff have a clear understanding about the SharePoint project and their role in it.

This slide deck Has two main sections:

1.

General information about the Sharepoint project for guiding your school/department through what is involved

2.

‘Getting started’ guide with detailed information about each of the Sharepoint project phases.

Sharepoint in a nutshell About the project

Our shared vision for the Sharepoint project SharePoint is playing a key role in supporting the university’s aim to transform our use of digital technologies, within the Strategic Plan. “The university will develop its IT infrastructure… with an aspiration to become a sector leader in the use of mobile technologies to support research and learning by 2020.”

“… establish renewed internal communications systems that work for everybody.”

“Students and staff can expect to have high quality digital infrastructure that optimises the use of developing mobile technologies and allows better communication and access to information.”

How Sharepoint is structured The project has three parts: My site (Contact information, file and storage space)

My department (Information for your school/department)

staffcentral (Information for all staff)

Only you can access information stored here

Teams in the department can access information stored here for sharing within and outside the department Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

Guiding principles Sharepoint is a key information tool for the university to enhance knowledge and engagement of staff by:



Providing clear, consistent, accessible and timely information to help staff to work efficiently and effectively



Facilitating discussion and debate

Sharepoint will evolve in collaboration with staff.

Supporting our work Working together on projects, across the university

Transactional process

Collaboration

Accessing services (e.g. HR, Estates, etc.)

Information

The SharePoint project is about putting in place a digital onestop-shop for staff to access information and services to help them with working life at the university.

Sharing and storing information online Communication News, events and projects at the university

The Benefits •

Easy access – remote and mobile access to the system, working anywhere on campus or from home



Tools for improved communication – within teams, departments/schools and across the university

• • •

More storage space for files and documents



Flexibility to manage information within your team – choosing who can access which information, where

• •

Project management tools to support your work

Security – safe space to work in and from Shared working – across departments/schools and with external partners

Reducing duplication – with version control and linking to documents, rather than sending attachments.

Your SharePoint support team Project leads: Information Services Stan Stanier

Anna Jones

Asst. Director of Information Services: Customer Services

Lucy Pearson Portal and Mobile Technologies Manager

Brian Mccarthy Portal Technologies Advisor (Integration)

Adrian Chorlton Portal Technologies Advisor (Documents)

New Internal Communications team

Robert Schifreen SharePoint Administrator

Internal Communications Manager

Chris Temple Internal Communications Officer

Steven Clarke Student Engagement Officer: Student Central

SharePoint support team – Services for you Information Services (IS)

Internal Communications (IC)





• • • •

Supporting your move to SharePoint • Your My site • My department sites • staffcentral Support with planning and structuring information for your department/school Developing and testing SharePoint features and functions Training, technical support and guidance Managing security and access to the SharePoint network

• • • •

Main focus on staffcentral (intranet) Advice and support with staffcentral communications (news, events, etc.) Guidance on how to communicate using the intranet Copywriting support and guidance for department/school areas on staffcentral Support/advice for key internal communications campaigns for staff and students

Project phases and timescales My site (Phase 1 from Sept. 2012 onwards) Personal information -

-

My profile – Area with your contact information and a place to provide more information about you (e.g. experience, skills, projects you work on) My files – Personal file storage space (for you only)

My department (Phase 2 from Feb 2013 onwards) Department information - Online document storage for your department or school - Communication tools – for sharing team news and enabling discussion - Project management features for managing tasks and sharing work with our university departments/schools.

staffcentral (Phase 3 from Sept. 2013) Our intranet

- News and information about developments across the university - Information about and access to services for staff - Key information about the university (e.g. policies, department info., etc.).

Our progress to date Ready and available

My site (Phase 1) Delivered • 1300+ staff using My Files (on their My Site) for personal file storage • 580GB of data stored on My Files (personal document storage) . • Mobile app launched for accessing files from iPhone, iPad and Android. • 19000 visits to My Site every day.

My department (Phase 2) In progress My Department sites in place for file management and information sharing:

staffcentral (Phase 3) In progress



Human Resources



Strategic Planning Office



Faculty of Arts



Information Services



Marketing & Communications





IS working with departments/schools to move to SharePoint.



• •

Developing a new homepage for staffcentral Testing SharePoint functions for news, events, search and structuring content. Working with key services to move content to SharePoint for the staffcentral launch. User testing of staffcentral features with colleagues.

Challenges SharePoint is evolving. We are learning together and this presents challenges with:



New technology – this is a new system for the university, so we will all learn from the project.



Meeting specific needs with the technology - our team is small and we are working hard to test and improve the system to adapt it to meet your needs



Training and development – There is much to learn and we are working to put consistent support in place for departments and schools moving to SharePoint



Wide range of technology – desktop, laptop, MAC and mobile applications all need to be able to access this system.

Myth-busting (Have a question? Email: [email protected]) I’ve heard a lot about SharePoint, but haven’t seen much.

SharePoint only works on Internet Explorer (IE).

We are working to a structured programme prioritising key services, to put SharePoint in place. This is supported by a small team, working hard to ensure your needs are met by the system. I can only access SharePoint at work.

No. You can access it at home with your internet connection. You need your username and password to log on to it.

Can I access SharePoint from my tablet or Smart phone?

No. You can use any web browser. But IE and Firefox work best.

SharePoint does not work on a MAC.

Yes you can, using the web or with the Staffcentral app for mobiles and tablets.

I’m concerned about security on the web. Is SharePoint secure?

Yes it does. Moving documents from your machine to SharePoint works in a different way. But you can access information and share files and updates using the Shareplus (Staffcentral) app for your MAC.

Yes it is. Access to SharePoint is set up so that staff can access the system securely when they are in or out of the office. If you use a mobile/ smartphone or tablet device, please ensure that you have a security pin code for it, in case of loss or theft.

For more information Detailed information on each of the project phases is available in:



The “Getting started with SharePoint” slide deck in Powerpoint or Adobe PDF formats



You can also visit the SharePoint project site

For help and support with SharePoint please contact the project team at: [email protected]

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