Presentation on theme: "Introduction to the project"— Presentation transcript:
1 A simple guide to SharePoint General information about the project for briefing colleagues
2 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 informationHas 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.
3 This slide deck Has two main sections: General information about the Sharepoint project for guiding your school/department through what is involved‘Getting started’ guide with detailed information about each of the Sharepoint project phases.
4 Getting started with SharePoint Detailed information about the key project phases for briefing colleagues
5 About this guideThis section of the slide deck is split into three separate parts with detailed information for each.My department(Information for your school/department)staffcentral(Information for all staff)My site(Contact information, file and storage space)Only you can access information stored hereTeams in the department can access information stored here for sharing within and outside the departmentIntranet for all university staff. This is also your ‘shop window’ to communicate about your department/school
6 My site – What you need to do Guidance for your school/department
7 A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral).My department(Information for your school/department)staffcentral(Information for all staff)My site(Contact information, file and storage space)Only you can access information stored hereTeams in the department can access information stored here for sharing within and outside the departmentIntranet for all university staff. This is also your ‘shop window’ to communicate about your department/school
8 My Site – features available for you Profile – with your contact information and photo, if you choose to have onePersonal file storage – secure and online file storage for you- up to 5 GBAccess anywhere – get to your files when working from home, remotely or on your smartphone or tablet (using the Shareplus application)This is your space – Only you have access to your personal storage space, but please ensure you use it for university work, in line with the IS Using information systems policy.
9 My Site – HomepageMy Profile - Personal profile page with your contact details.My Files – Personal file storage space
10 Using your My Site space Adding files – Everyone can add files to My Site using their web browser.Windows users have a Desktop shortcut to My FilesMAC users can use the Shareplus App to add files and foldersRemote access – You can always get access to My Site and My Files. These are available on and off campus, or via the web with your university login user ID and password.Saves you having to store files on your desktop, local drives and USB disks, which are less secure.
11 For help and supportVisit the SharePoint project site – My Site guide on staffcentral.Contact the SharePoint project team:
12 My department – What you need to do Guidance for your school/department
13 A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral).My department(Information for your school/department)Staffcentral(Information for all staff)My site(Contact information, file and storage space)Only you can access information stored hereTeams in the department can access information stored here for sharing within and outside the departmentIntranet for all university staff. This is also your ‘shop window’ to communicate about your department/school
14 My Department – in a nutshell My Department is a workspace area on SharePoint for your department or school to:Manage electronic file storage within your department – it replaces Department Documents, not personal file storageShare information/updates within the department– using news and alerts; work planning and project managementShare work with and information across other departments and schools
15 My Department – Homepage This is what you see when you first start with your SharePoint My Department site.
16 My Department features Document libraryStorage for your documentsStorageLinksA place to store useful linksCalendarShared calendar for planning or staffingPlanningTask listTask list for project planningTeam discussionA discussion board to ask questions or topics of interestSharingAnnouncementsA place for posting news and updates
17 My Department – Design options This page gives you an idea of routes to go down based on your requirements. We suggest that faculty/department heads agree overarching approach.Large department with different functions and complex filing needsDepartment works collectively with a wide range of other departments/stakeholdersConsider creating a set of separate sites for each function.Setup a group of administrators to manage your department content.Create a clear file plan for your information.Setup project planning tools such as calendars or task lists to support projects.Small team working on focused projectsHave a home site for your department and project spaces for work with other departments/external partners.Consider using calendar and news tools to share information across the team and get a clear idea of who is working on what where.Go for a simple site structure in line with the template.Calendars and project planning/management tools may be useful to keep.
18 My Department – Preparing for the move We are here to help you take this forward and you can contact the SharePoint team for advice. We would recommend identifying a Project lead person with good organisation/ planning skills. The tasks they will need to consider include:TaskActionPlanning for moving electronic file storage to My DepartmentWhat you have nowWhat you need to move/keep or delete (less is more)Create a file plan/structureGetting support for the moveContact Information Services – SharePoint teamMoving to the new systemOrganising/planning the move overGetting IS support with the technology
19 Steps to follow for your move to My Department The following series of slides is a step-by-step guide on moving to My Department.ReviewPlan and PrepareDevelopLaunch
20 Review1. ReviewBefore starting it will help for your department/school to:Look closely at how you work – are teams desk based or mobile; what systems do you use; etc.Determine what your file storage needs areSecure storage – for confidential documents/filesWhat stays/what goes – think about what you need to move to the system, leave old information, delete what is no longer neededExplore what tools/features (e.g. calendar, task list) would be usefulFind about the project and read through guidance and planning resources for SharePoint – My Department
21 Plan and Prepare 2. Plan and prepare Contact Information Services (IS) to talk through your move, specific requirements and training needsPlan the site structure for your department – focus on the document/file storage first, then look at other toolsFile naming conventions are important – i.e. no ampersands in filenames, keep filenames concise, dates/version numbers not required (automated version history can be provided on SharePoint)Decide who you need to work with in your department to get the job done – e.g. clearing out any unused files, following new file structure.Flag any questions or issues with IS early on.
22 Develop3. DevelopDesign and build the site – IS will work with you to build your site and support your move of files stored on Department Documents.Decide permissions for department/school staff:Editing/managing informationAdding files/foldersVisiting the site to see information onlyContact IS if you have any training needs
23 Launch4. LaunchCarry out final testing and checking of the My Department siteMake sure the document libraries are clearly structured and that everyone in the department knows where to save their information.Not everything has to be ready for launch: You can build and test new features in stages, with the support of Information ServicesContinually review and improve your My Department site
24 For help and supportVisit the SharePoint project site on staffcentral at: https://mydepartment.brighton.ac.uk/sharepoint/SitePa ges/Home.aspxContact the SharePoint project team:
25 staffcentral (intranet) Creating your ‘shop window’ for the rest of the university Guidance for your school/department
26 A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral).My department(Information for your school/department)staffcentral(Information for all staff)My site(Contact information, file and storage space)Only you can access information stored hereTeams in the department can access information stored here for sharing within and outside the departmentIntranet for all university staff. This is also your ‘shop window’ to communicate about your department/school
27 SharePoint will be the home of staffcentral Staffcentral is moving to SharePoint to create a new intranet with:Intranet shop-window for your faculty/school/department to communicate – who you are, what you do, policies/guidelines (as applicable).Intranet homepage – news, events, staff services and more.Faculties, schools and departments may have a shop-window on staffcentral. With this there is an obligation to provide and share information with the university, as a whole, and ensure it is kept up-to- date.
28 Information architecture – Structuring information on staffcentral We are working to create a clear structure for information shared on staffcentral to:Make it easier to find and get to informationImprove communication across the universityEnhance the design and function, opening up spaces for staff to interactEnsure consistency in how information is shared within the universityWe expect staff to follow our key aim of ensuring that faculties, schools and departments share information across the university.
29 Development schedule for staffcentral LaunchNew HomepageNews and eventsUni info announcementsFor sale board – to buy and sell goods and services.Online services – My View, Estates system, etc.Search, FAQ and supportPhonebookCentral Services – Human Resources, Information Services, Marketing & Communications and Registry.Phase 2Further Central Service moves to staffcentralFaculties and Schools move to staffcentralAnd beyond…
30 staffcentral sites for launch HomepageUniversity informationCentral ServicesFaculties and SchoolsKey university-wide information about:CommitteesKey projectsOrganisation structureWorking hereSpace for each department to provide and share information within the university.Space for each faculty and school to provide and share information within the university
31 Information architecture for Human Resources This diagram is a mock-up showing how information will be structured on the Human Resources site area on staffcentral.
32 Managing information on staffcentral Staffcentral is a resource for the university and everyone has a role to play in making sure it meets our needs.The governance structure is being developed and will include:Staffcentral governance/project board – managing the on-going development and approving any changes to the intranet.Staffcentral user feedback group – for feeding back on staffcentral and suggesting any changes.Editorial board – taking forward content suggestions for publishing to the staffcentral homepage.Department/school sites – Faculties, schools and departments will be responsible for managing their own content and sites, with support from IS and M&C.
33 For more information please contact the SharePoint team at: email@example.com