1.
Introduction to INCOSE Connect for Distributed Teams with Windows SharePoint Services 3.0
Prepared by:
James Chism, Adjunct Faculty-Johns Hopkins University
January IW 2008

2. Agenda Sign up for an Alert Introduction
Purpose, architecture, and current state
How to get connected
What’s improved with Windows SharePoint Services 3.0?
Permissions – Set by Administrator only
How to work with Workspace
INCOSE Connect Home Page
Standard Web Parts
Documents and Lists
Create
Site Settings
What is a Wiki?
Example of a Wiki Page
Example of a Wiki
Add an Announcement
Add a Link
Sign up for an Alert

3. Agenda – Con’t
How to work with Workspace – Con’t
Modify a Document from a Windows SharePoint Site
Upload a Document to a Windows SharePoint Site
Additional Document Functions
Un-deleting Items
Adding a Folder
View an RSS feed
Creating Events
Adding Attachments to an Item
Sending an link to a Shared Document
Site Members
Surveys
Forgot your Password?
Home – Discussion Forum
INCOSE Connect Training Presentation Materials and Manuals
Questions

4. INCOSE Connect Purpose
Support a culture of effective two-way communication throughout INCOSE by providing:
Private workspaces for INCOSE activities (TLT, CAB, Member Board, Chapters, project teams, etc)
Distributed collaboration capabilities (document repositories, discussion threads, calendars, action items, decision histories, etc)

5. Architecture
INCOSE Connect is an internet service built on Microsoft SharePoint Technologies. Will be updated to Windows SharePoint Services 3.0 after the IW 08.
Each INCOSE Connect site is a separate protected workspace.
Each workspace view is divided into “web parts”
Workspace access is managed by Site Administrators
Permissions can be reader, contributor, designer, or full control.
Site administrators can create new sub-sites
With the same or different permissions as the parent site.

6. Current State
212 INCOSE Connect workspaces and 6,160 user accounts have been created. 59 Chapters have an active workspace.
Additional workspaces and user accounts can be created upon request from the team leader.
Current Users
Academic Council
INCOSE Administration
Technical Leadership Team
Member Board
Chapters (Region I, II, III, IV,V, and VI)
Board of Directors
Corporate Advisory Board
Various Technical Working Groups
INCOSE Members

7. Windows SharePoint 3.0 Pre-requisites
Before accessing INCOSE Connect, please be sure you meet the Computer software meets the following prerequisites.
In order to access INCOSE Connect, you must be running one of the following browsers:
Optionally, Microsoft Office 2007 provides enhanced SharePoint/Office integration features.

8. How to Get Connected – Permissions -
All INCOSE members are given an INCOSE Connect username and password.
If anyone has forgotten your username or password for access, please visit:
If you do not have a username or still have questions, please contact

9. What's Improved in Windows SharePoint Service 3.0?
Wikis
Issue Trackers
Surveys
Project task Management
Integration
Users can only see features that they have access to view
Automatic breadcrumb bar - helping users navigate appropriately
Better version control
Better indexing & searching
RSS Support
Support for more browsers (Firefox & Safari)
Extranet mode - eliminate multiple authentication dialog boxes
Why we use basic authentication:
If on the Connect site we downgrade from Integrated Windows Authentication to Basic, the password can be saved.
Eliminates the problem of CONNECT\first.last or just first.last
Some users had problems with Integrated Windows Authentication (their browser tried to automatically log them in)
Extranet Mode Sharepoint Central Administration -> Application Management -> Authentication Providers -> Default.
Use basic authentication, disable client integration.

10. Permissions – Set by Administrators
Includes the following permissions for users:
Full Control - Full control of the scope.
Design - Can create lists and document libraries and edit pages in the Web site.
Contribute - Can create and edit items in existing lists and document libraries.
Read - Read-only access to the Web site.

11. INCOSE Connect Home Page
Web Page parts will vary between sites
Sites to which this user
has access
Minimize
Close
Modify Shared Web Part
Help
Announcements
INSIGHT Library
Shared Documents

12. INCOSE Connect Home Page
Site Actions available depends
On permissions given.
This is called the Quick Launch Bar
Links available depends on site
Administrator
Member Resources
Member Rosters are available
If permission is granted.

13. Standard Web Parts Documents and Lists Document Libraries
Picture Libraries
Lists
Announcements
Events
Links
Member Resources
Member Rosters
Discussion Boards
Surveys
Sites and Workspaces
Recycle Bin

14. Standard Web Parts - *Create
Libraries
Document Library
Form Library
Wiki Page Library
Picture Library
Communications
Announcements
Contacts
Discussion Board
Tracking
Links
Calendar
Tasks
Project Tasks
Issue Tracking
Survey
Custom Lists
Custom List in Datasheet View
Import Spreadsheet
Web Pages
Basic Page
Web Part Page
Sites and Workspaces
* Administrators only

15. Standard Web Parts – *Site Settings
Users and Permissions
People and Groups
Site Collection Administrators
Advanced Permissions
Look and Feel
Title, description, and icon
Tree view
Site theme
Top link bar
Quick Launch
Save site as template
Reset to site definition
Galleries
Master pages
Site content types
Site columns
Site templates
List templates
Web Parts
Workflows
Site Administration
Regional settings
 Site libraries and lists
 Site usage report
 User alerts
 RSS
 Search visibility
 Sites and workspaces
 Site features
 Delete this site
Site Collection Administration
Recycle bin
 Site collection features
 Site hierarchy
 Portal site connection
* Administrators only

16. What is a Wiki?
A wiki is a Web site that enables users to add new content or amend existing content.
As soon as you post on a wiki all users are able to contribute, by adding or amending the
original document. They do not have to ask permission, from the author or an administrator,
because everyone is empowered to contribute. Windows SharePoint Services 3.0 provides
history and version management, so that no original thinking is lost.
The wiki community manages change and ensures accuracy and relevance.
This shared-document collaboration element is the main difference
between blogs and wikis. The originating author relinquishes ownership
of the content on publication. The authors do not need to write HTML,
because the content appears in a basic editor interface that enables
anyone with basic keyboard skills to add, amend, reorganize, or delete
information.
More advanced wiki software enables advanced editing, such as support for rich text fonts,
graphics, and HTML tags. This means that collaborative development is fast—the term
“wiki” comes from the Hawaiian word for “quick.” Initially, researchers and developers used
wikis for rapid development of ideas, but this has extended to project managers and others
in more traditional business disciplines.

17. Example of Wiki page

18. Example Wiki Similar to Wikipedia for your team

19. Add an Announcement At the bottom of the Announcements Web Part, click
Add new announcement.

20. Add an Announcement In the title box enter the
name of your announcement.
Files can also be attached
In the Body, enter the text
Of your announcement.
To the right of the Expires box, click Date Picker, and then click the date for announcement to expire.
Make any other changes, then click OK

21. Adding Links to a Page Click Add Link on Main web page
URL can be tested after
entry for validity
Click on add link
Step 1: Type in the URL
Type in a Description of
site.
Click OK

22. Sign up for an Alert
On the Quick Launch bar, click Shared Documents.

23. Sign up for an Alert
On the Actions menu, click Alert Me

24. Sign up for an Alert The New Alert page is displayed
James.Chism
1. Enter Name or address
2. Enter Change Type
3. Select when to be alerted
4. Specify when to send alert
On the New Alert page, click OK. An message notifies you when the alert has been created

25. Sign up for Alert The pull down arrow to the right of any document
For viewing properties can also be used to provide
an alert on a specific document.
Just select Alert Me to get the
alert page.

26. Upload a Document to SharePoint Site
On the Upload menu, click Upload Document.

27. Upload a Document to SharePoint Site
Browse to select the document for upload.
In the Choose File dialog box, browse to
the document you want to upload, and then click Open
Enter version comments
Click OK to upload the document.
Note: If a document with the same name already exists in the document library,
selecting the Overwrite Existing File(s) check box automatically overwrites
the existing version with your local version.

28. Modify a Document from a SharePoint site
On the Quick Launch bar, click Shared Documents.

29. Modify a Document from a SharePoint site
In the document library, click a document,
click the arrow that appears to the right of
the document name, and select Send to.
1. then click Send to. Select Download a
Copy and save to local computer.
2. Then click on Check out.
3. Modify the document and change the
version number.
4. Click on Upload Document. With the upload
page, browse to select document for upload, enter
any comments for the version, then click OK to upload.

30. Modify a Document from a SharePoint site
Highlight document
Click arrow on the right
Click on Check In

31. Modify a Document from a SharePoint site
The Check In dialog box appears.
In the Comments box, type Corrected spelling error.
Then click OK.
After Check out, all documents must be checked in to make
them available to other users.

32. Additional Document Functions
1. Edit Metadata
2. Manage Access
3. Delete Document
4. Move
5. Check-in history
6. me when changed

33. Un-Deleting Items OOPS! – I really didn’t mean to do that …
1. Click Recycle Bin
2. Check the box next to the item you wish to restore
3. Click Restore Selection

34. Adding a Folder 1. Click Shared Documents 2. Click New, New Folder
3. Follow prompts to create the folder

35. View an RSS Feed NOTE: View an RSS feed in Office Outlook 2007
On the Quick Launch bar, click Shared Documents.

36. View an RSS Feed NOTE: View an RSS feed in Office Outlook 2007
On the Actions menu, select RSS feed
1. In the text below the page title, click
Subscribe to this RSS feed
2. Start Office Outlook 2007
3. In the All Mail Items list in the Navigation Pane,
click RSS Subscriptions.
4. Outlook 2007 displays the Shared Documents
document library information

37. Creating Events Upcoming meetings, deadlines, and other important events
1. Click Add new event
2. Fill in event info
3. Click OK

38. Adding Attachments to an Item (Announcement, Event, etc.)
After clicking on Add Event or …..
Click the Attach File button
In the attachment window, click the Browse button
Use your standard file dialog to select the desired file. Click Open

39. Sending an E-Mail Link to a Shared Document
1. Right-click on document link
2. Choose Copy Shortcut
3. Paste into your message

40. Site Members
Administrator adds Members who have access to this site and
their specific permissions.
Note: Chapter administrators can now add All current INCOSE chapter members with their INCOSE logon user id. These user id’s can be found by downloading the chapter member’s listing. A column will show the id as first name.last name (i.e; james.chism).

41. Surveys Shared workspace administrators can create surveys.
The survey can be configured so:
Anyone with an INCOSE Connect account can respond
Only workspace members can respond
Only specific individuals can respond

42. Forgot Your Password?
Note: Passwords can be reset from the Public Web Site. There is no need to
go to the Connect site to reset your password.

43. Home - Discussion Forum
INCOSE's threaded discussion forum allows members to discuss systems topics
of interest, share lessons learned and prior experience, and interact with other
members from around the world. Login now using your Connect account.
To see your profile and/or
modify.
To review a current threads:
1. Select a topic of interest.
To receive notification of postings,
Select “My Subscriptions”
Then select “subscribe” for the
forum you want.
NOTE: The Discussion Forum can be accessed three ways: 1. From the INCOSE home page, 2. From the Members Resources web page, 3. From the INCOSE Connect home site under Member Resources.

44. Discussion Forum – Systems Engineering
To see recent posts for
all topics.
To see a current topic threads,
select one of interest.

45. Discussion Forums – Engineering Outreach – College Campus
To post a reply to all:
1. Click on “Post Reply”
To initiate a new topic’
1. Click on “New Topic”
To respond to a specific discussion;
Find the specific thread
Select “Reply to Post”

46. Presentation and Manuals
To download the training presentations or manuals:
Go to “Shared Documents” Select “Guide to INCOSE Connect”. Four documents are available for download:
1. Administrators INCOSE Connect Training(IW 08)
2. INCOSE Connect Administrators Manual (IW 08)
3. INCOSE Connect Users Manual (IW08)
4. Introduction to INCOSE Connect Training(IW 08)