Presentation on theme: "Https://connect.incose.org Introduction to INCOSE Connect for Distributed Teams with Windows SharePoint Services 3.0 Prepared by: James Chism, Adjunct."— Presentation transcript:
1 Introduction to INCOSE Connect for Distributed Teams with Windows SharePoint Services 3.0Prepared by:James Chism, Adjunct Faculty-Johns Hopkins UniversityJanuary IW 2008
2 Agenda Sign up for an Alert Introduction Purpose, architecture, and current stateHow to get connectedWhat’s improved with Windows SharePoint Services 3.0?Permissions – Set by Administrator onlyHow to work with WorkspaceINCOSE Connect Home PageStandard Web PartsDocuments and ListsCreateSite SettingsWhat is a Wiki?Example of a Wiki PageExample of a WikiAdd an AnnouncementAdd a LinkSign up for an Alert
3 Agenda – Con’tHow to work with Workspace – Con’tModify a Document from a Windows SharePoint SiteUpload a Document to a Windows SharePoint SiteAdditional Document FunctionsUn-deleting ItemsAdding a FolderView an RSS feedCreating EventsAdding Attachments to an ItemSending an link to a Shared DocumentSite MembersSurveysForgot your Password?Home – Discussion ForumINCOSE Connect Training Presentation Materials and ManualsQuestions
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 ArchitectureINCOSE 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 AdministratorsPermissions can be reader, contributor, designer, or full control.Site administrators can create new sub-sitesWith the same or different permissions as the parent site.
6 Current State212 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 UsersAcademic CouncilINCOSE AdministrationTechnical Leadership TeamMember BoardChapters (Region I, II, III, IV,V, and VI)Board of DirectorsCorporate Advisory BoardVarious Technical Working GroupsINCOSE 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? WikisIssue TrackersSurveysProject task ManagementIntegrationUsers can only see features that they have access to viewAutomatic breadcrumb bar - helping users navigate appropriatelyBetter version controlBetter indexing & searchingRSS SupportSupport for more browsers (Firefox & Safari)Extranet mode - eliminate multiple authentication dialog boxesWhy 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.lastSome 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 sitesSites to which this userhas accessMinimizeCloseModify Shared Web PartHelpAnnouncementsINSIGHT LibraryShared Documents
12 INCOSE Connect Home Page Site Actions available dependsOn permissions given.This is called the Quick Launch BarLinks available depends on siteAdministratorMember ResourcesMember Rosters are availableIf permission is granted.
13 Standard Web Parts Documents and Lists Document Libraries Picture LibrariesListsAnnouncementsEventsLinksMember ResourcesMember RostersDiscussion BoardsSurveysSites and WorkspacesRecycle Bin
14 Standard Web Parts - *Create LibrariesDocument LibraryForm LibraryWiki Page LibraryPicture LibraryCommunicationsAnnouncementsContactsDiscussion BoardTrackingLinksCalendarTasksProject TasksIssue TrackingSurveyCustom ListsCustom List in Datasheet ViewImport SpreadsheetWeb PagesBasic PageWeb Part PageSites and Workspaces* Administrators only
15 Standard Web Parts – *Site Settings Users and PermissionsPeople and GroupsSite Collection AdministratorsAdvanced PermissionsLook and FeelTitle, description, and iconTree viewSite themeTop link barQuick LaunchSave site as templateReset to site definitionGalleriesMaster pagesSite content typesSite columnsSite templatesList templatesWeb PartsWorkflowsSite AdministrationRegional settings Site libraries and lists Site usage report User alerts RSS Search visibility Sites and workspaces Site features Delete this siteSite Collection AdministrationRecycle 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 theoriginal 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 provideshistory 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 differencebetween blogs and wikis. The originating author relinquishes ownershipof the content on publication. The authors do not need to write HTML,because the content appears in a basic editor interface that enablesanyone with basic keyboard skills to add, amend, reorganize, or deleteinformation.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 usedwikis for rapid development of ideas, but this has extended to project managers and othersin more traditional business disciplines.
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 attachedIn the Body, enter the textOf 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 afterentry for validityClick on add linkStep 1: Type in the URLType in a Description ofsite.Click OK
22 Sign up for an AlertOn the Quick Launch bar, click Shared Documents.
23 Sign up for an AlertOn the Actions menu, click Alert Me
24 Sign up for an Alert The New Alert page is displayed James.Chism1. Enter Name or address2. Enter Change Type3. Select when to be alerted4. Specify when to send alertOn 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 providean alert on a specific document.Just select Alert Me to get thealert 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 tothe document you want to upload, and then click OpenEnter version commentsClick 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 overwritesthe 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 ofthe document name, and select Send to.1. then click Send to. Select Download aCopy and save to local computer.2. Then click on Check out.3. Modify the document and change theversion number.4. Click on Upload Document. With the uploadpage, browse to select document for upload, enterany comments for the version, then click OK to upload.
30 Modify a Document from a SharePoint site Highlight documentClick arrow on the rightClick 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 makethem available to other users.
32 Additional Document Functions 1. Edit Metadata2. Manage Access3. Delete Document4. Move5. Check-in history6. me when changed
33 Un-Deleting Items OOPS! – I really didn’t mean to do that … 1. Click Recycle Bin2. Check the box next to the item you wish to restore3. 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 feed1. In the text below the page title, clickSubscribe to this RSS feed2. Start Office Outlook 20073. In the All Mail Items list in the Navigation Pane,click RSS Subscriptions.4. Outlook 2007 displays the Shared Documentsdocument library information
37 Creating Events Upcoming meetings, deadlines, and other important events 1. Click Add new event2. Fill in event info3. Click OK
38 Adding Attachments to an Item (Announcement, Event, etc.) After clicking on Add Event or …..Click the Attach File buttonIn the attachment window, click the Browse buttonUse 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 link2. Choose Copy Shortcut3. Paste into your message
40 Site MembersAdministrator adds Members who have access to this site andtheir 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 respondOnly workspace members can respondOnly specific individuals can respond
42 Forgot Your Password?Note: Passwords can be reset from the Public Web Site. There is no need togo to the Connect site to reset your password.
43 Home - Discussion Forum INCOSE's threaded discussion forum allows members to discuss systems topicsof interest, share lessons learned and prior experience, and interact with othermembers from around the world. Login now using your Connect account.To see your profile and/ormodify.To review a current threads:1. Select a topic of interest.To receive notification of postings,Select “My Subscriptions”Then select “subscribe” for theforum 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 forall 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 threadSelect “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)