how do you sharepoint?

How Do You SharePoint?

Cathy Yandow University of Vermont Extension

Webmaster & Communications Professional

Thursday, May 22, 2014 National Extension Technology Community Conference

KSU / Manhattan, Kansas

Why SharePoint? Periodic requests for data transfer/archive between

offices

SharePoint reduced time spent strategizing other solutions = improved productivity

Security and control over access created by targeted permissions (member, owner, visitor, group)

Centralized document & data collection, management, archiving

Provides communications & collaboration for a dispersed workforce -- bridges the “geography gap”

SharePoint @ UVM

2004 original installation at UVM

March 2013 -- upgraded to SharePoint Foundation 2010

Maintained by UVM IT, Enterprise Technology Services (ETS)

Possible update to version 2013 – depends on outcome of institutional e-mail/calendar client replacement decision in 2014

UVM Extension At-A-Glance

State Dean’s Office, Burlington, Vt. (main campus)

Offices in 11 of Vermont’s 14 counties

200+ employees

2 IT support staff

3 Media Team (web/communications) staff

http://www.vermont-map.org/

Keep SharePoint Simple Some users may find SharePoint confusing, use basic

features, minimize support needs:

People & Groups

Customize access permissions

Quick launch & top link bar for navigation

Libraries & folders

Themes/colors (variety when managing multiple sites)

* Limited use of workflows, modules/forms, surveys, project tasks, issue tracking

Examples

“Sandbox” (on-the-fly projects)

Workshop presentation collaboration

Photos

Crisis management – Hurricane Irene, 2011

Various other data management uses

Build a “Sandbox” Create a workspace on-

the-fly for other users in your organization who might not feel comfortable setting up a site on their own

Customize member, owner, visitor groups/permissions

Set up document library

ROPS* & Vt. AgrAbility

“Needed it yesterday”

Staffing change created need for document & resource transition to PI & admin staff in another office

Files too large for e-mail, FTP

Documents in one location – reports, surveys, spreadsheets, PowerPoint files

Consultant set up with “member” credentials allowing her to “contribute” only

PI & AA set up as “owners” with full control of site

* Rollover Protective Structures project

Teaching Collaboration – 2012 professional development

conference presentation

Develop topic outline & assignments (Word)

Create sections of presentation in PPT, upload & merge

Annual Report

Photos for yearly Annual Report & display

Easy file upload – one photo or multiple

View thumbnails, photo details:

File type & size Description – becomes caption Photographer attribution

Crisis Information Management New England’s challenging geography:

Mountains, valleys, rivers

“you can’t get there from here”

Few direct routes between points

Towns, roads, railroads parallel rivers

http://www.vpr.net/community/gallery/157/, GMRC

http://www.vermont-map.org/

August 31, 2011. Waitsfield, Vt. www.mansfieldheliflight.com

Hurricane Irene, August 27-28, 2011

Waterbury, Vt. -- Vt. Agency of Agriculture, Food & Markets (VAAFM) offices & network flooded

Widespread damage to fields and farms in central and southern Vermont

UVM Extension response coordinated with:

VAAFM

Farm Service Agency

Natural Resource Conservation Districts/Vt. Association of Conservation Districts

Flooding on Main Street, Waterbury, Vt., August 2011, from “Rebuild Waterbury.”

Vt. Farm Disaster Response Single repository for:

• Centralized paperwork management* • Farm damage assessment outreach

materials: – Library of printable forms – Resources – Crop damage reporting requirements – Recovery guide – Unemployment information – Soil testing information

UVM Extension Equine Specialist Betsy Greene coordinating delivery of emergency feed to horse owners in Rochester, Vt.

* Forms collected using laptops and iPads

Vt. Farm Disaster Response • On-site completion & collection of forms • Confidential location for farmer paperwork –

easily uploaded for review by VAAFM and transfer to FSA – assigned guest account credentials

• Spreadsheet-based data sets: Catalog requests for – and donations of -- farm supplies, money, manpower

• Team discussions • Conference call notes

Additional Uses Media (web) Team data sets Departmental accounts Social media account details

Operations/policy & Internal Resources

Dean’s meeting minutes & agendas

Strategic planning documents

Diversity Team

Faculty reappointment dossier management

Summary Solution for dispersed colleagues & workgroups Easier collaboration = improved productivity Potential for less impact on other IT/Web Resources Use of an existing system = less time spent

brainstorming other ways to transfer/share data More time invested in actual project work Internet Explorer provides optimum functionality

Let SharePoint help you work smarter, not harder!

Cathy Yandow Webmaster & Communications Professional

cathy.yandow@uvm.edu 802-656-0319

UVM Extension State Office 23 Mansfield Avenue

Burlington, VT 05401-3323