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Crayons aren’t just for kidsOne institution’s view on how to implement
Microsoft SharePoint 201
!niversity of "ermont Colle#e of Medicine$arcy Pientka% &ssistant $irector
Pamela 'ames% 'unior Pro#rammer
$avid (owle)*ilt% System &dministrator
(his presentation leaves copyri#ht of the content to the presenter+ !nless otherwise noted in the materials% uploaded contentcarries the Creative Commons &ttri,ution) -onCommercial )Share&like license % which #rants usa#e to the #eneral pu,lic with
the stipulated criteria+
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&,out !s!niversity of "ermont Colle#e of Medicine• Seventh medical school esta,lished in the !nited States% 1.22• -um,er of /aculty
• asic Science • Clinical 3full time4 56• "olunteer 3"t+% Maine% Conn+% -+7+% /la+4 1%206
• -um,er of Staff 86• -um,er of students
• Medical Students 8 6• Ph+$+ 9 Masters Students 120
Population
/aculty Staff Students
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&,stractSharePoint can ,e everythin# to all people ,ut how do you #et it to ,e cohesive% useful andrelevant to the community without overwhelmin# and scarin# them off:
(his was the ;uestion we wanted to answer+ <e saw the need for a we, ,ased colla,orativeand communication tool+ (raditional file servers were not workin# as an inter)institutionalsharin# platform and email was ,ein# overloaded with so much spam% phish% and vendorpitches that well)meanin# institutional messa#es were ,ein# i#nored and deleted+
<e wanted to use SharePoint as a primary replacement for these two traditional tools+ So weset out to create a framework that #ave rise to somethin# that looked nice ,ut could ,edifferentiated for our four areas = administrative% research% learnin# and data+ <e also putlimits on what could ,e done in each area with the idea that as we #ained more e>perienceand the community #rew comforta,le with the technolo#y% we would e>pand the options
availa,le+So% usin# the catch phrase ?we #ive you the 5 crayon ,o> not the 8 crayon ,o>@ we went towork+ <e created a ,asic #overnance document% set a,out creatin# customiAed roles forpermissions% and a handful of templates to create and define sites+ <e also made a consciouschoice -O( to call it SharePoint+ <e re,randed it as ?Commons@ to hi#hli#ht the meanin# of a#atherin# place+ <e now have four Commons areas Commons% BesearchCommons%
earnin#Commons and $ataCommons+ &nd each area has a champion user3s4 to hi#hli#ht thepossi,le+
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<hat pro,lems do you want to
solve:&+ -eed a u,i;uitous Content Mana#ement System
+ D>istin# tool3s4 are too hard for end users
C+ <ant a controlled colla,oration environment
$+ -eed a we, ,ased platform for document mana#ement and sharin#
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<hy SharePoint:&+ &lready had it 3somewhere4 on campus
+ *eard a,out it and thou#ht it would work for you
C+ -eeded a colla,oration tool and educational pricin# made it anattractive option
$+ Shot in the dark = hoped it would work
D+ /ree% like a puppy+
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Eovernance
Or#aniAation 9 Structure
randin#Partner Colla,oration
&doptionFGmplementation
/undamentals
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/undamentals
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<ho is your intended audience:&+ Pu,lic facin# www site
+ Small #roups of interested users on campusC+ Gntranet site for the entire Colle#eF!niversity
community$+ & certain hi#h rankin# official who shall remain
nameless
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SharePoint Chosen
&+ &ttractive pricin# for education+ *ad the a,ility to do much of what we wanted and more
C+ Could create an Gntranet environment that wouldstandardiAe a tool and a look and feel
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&udience
&+ $epartments% Pro#rams and Center+ earnin#F&cademic #roups
C+ Besearchers and research centers$+ /inancial leaders% academic forecasters
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&+ Phase G1+ (he site will support administrative and research needs% much like the current
shared drive+ &s COM departments and la,s mana#e the initial transition% we willmake availa,le more functionality includin# advanced colla,oration and curationtools as well as form creation and data #atherin#+
+ Phase GG1+ (his phase will involve the transition of key reports and data #atherin# tools for
the whole colle#e% includin# io uilder+ $urin# this phase% we will ,e ena,lin# thesocial tools within the Commons+
C+ Phase GGG1+ Phase GGG comprises the learnin# environment = COMD(% educational applications
and reports+
Phased Belease
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Eovernance
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Gs Eovernance a ,ad word:&+ 7es
+ -o
C+ <e don’t have all dayI
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<hat is your staffin# and fundin#model:&+ -o increase in staff% hope efficiencies #ained will allow for fle>i,ility
to staff up
+ *ired J num,er of staff to implement and then maintain
C+ Bemoved other projects to free up fundsFresources
$+-o increase in staff% allow community to use as they like withminimal support
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<hich SharePoint features will youallowFsupport:
&+ Dveryone is allowed to use all ,uilt in SharePoint features
+ &fter ,ein# trained to a certain standard% specific users are allowedto use any ,uilt in SharePoint features
C+ "ery focused intended use% all other features are unavaila,le
$+ $ifferent #roups have different uses allowed
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Staffin#F/undin#
1+ -o additional staff hired ,ut capacity was identifiedin primarily three individuals
2+ Cost of license minimal and the cost of server3s4+ Support spread amon# three staff to start ,ut will
move some portions to the Service Center staff8+ Some consultin# hours5+ (rainin# and Conference costs
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/eature Selection
1+ $epartments = COM intranet and one waycommunication
2+ Besearch = micro intranet and e>ternal colla,oration+ earnin# = micro intranet and internal colla,oration
8+ $ata = dash,oard roll ups of key data elements forfinance and academic deans
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Eovernance
Huestions:
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Or#aniAation 9 Structure
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Microsoft /ailover ClusterSharePoint Gnstance
$ 02<G- 200.B2
SH 2012
$ 01<G- 200.B2
SH 2012
SharePoint !BMicrosoft <indows -
<D 0<G- 2012
SharePoint 201
<D 02<G- 2012
SharePoint201
<D 08<G- 2012
SharePoint201
<D 01<G- 2012
SharePoint201
Office&pps !B
Server (opolo#y
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commons+med+uvm+edu
CommunitySitesFcom
$epartmentSitesFdept
,io+med+uvm+edu
commons+med+uvm+eduFsearch
commons+meFdat
Becord CenterFrecords
commons+meFresea
Core SitesFcore
Pu,lic Site
PrivateSite
EroupSitesEroupSitesEroup
Sites
commons+med+uvm+eduFlearnin#
3comet v2+04
Eroup SitesF#roups
Course SitesFcourses
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Or#aniAation 9 Structure
Huestions:
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randin#
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*ow would you desi#n what yoursite3s4 would look like:&+ <e didn’tK we let everyone have full control over their site’s look and feel
+ Chose out of the ,o> confi#uration
C+ *ired consultin# firm to desi#n all master pa#es
$+ <e didn’t feel that ,randin# was important and let it occur or#anically
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Pu,lic landin# pa#e
Si il l k d f l
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Similar look and feel
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Gndividual Site (emplates
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Smart chan#es
&+ $o not overwrite F modify default desi#n files% add newL1+ Master Pa#es
2+ Pa#e ayouts
+ Gma#es% Scripts% Style Sheets
8+ SPColor /iles
+ y creatin# new files and you allow yourself to ?#o ,ack@ to defaultswithout reinstallin# SharePoint+ D>ample &ddin# custom styles+
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(echnical $etails
&+ randin#1+ Nwe, Eet)SP<e,&pplication Nsite!B
2+ Nwe,+Suite ar randin#Dlement*tml ?7our te>t here@
+ Nwe,+!pdate34
+ Gcon+master
SharePoint SPShortcutGcon runat QserverQ Gcon!rl QFStyleR20 i,raryFGma#esFcommons+icoQ F
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
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One world for everyone
![Page 39: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/39.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 39/51
Colla,orator access
Should we use Microsoft &ctive $irectory /ederationServices 3S&M authentication4:
<hile &$/S is an #reat piece of technolo#y% we chose not to use it+ /or a fewreasons+
&+ Creatin# a sin#le !B for all users was important+
+ <e also did not want to prompt users for what authentication they wouldlike to use+
C+ CustomiAin# the SharePoint people picker ,ecomes a re;uirement+
$+ <e already owned licenses for Microsoft D>ternal Connectors% allowin# usto create &ctive $irectory accounts for all e>ternal partners+
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 40/51
(he People Picker
![Page 41: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/41.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 41/51
Colla,oration
Huestions:
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 42/51
&doptionFGmplementation
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 43/51
Promote and market your sites
![Page 44: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/44.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 44/51
Send out initial welcome email% send updates% and follow up+
Set we, ,rowser homepa#es to your SharePoint site+
Gdentify and tar#et users that could ,enefit from SharePoint+
Offer stora#e accounts with hi#her limits+Provide demo sites that show off the features of SharePoint+
Offer site demonstrations to #roups whenever possi,le+
Make sure your G( staff is on,oard+
Promote and market your sites
k d
![Page 45: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/45.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 45/51
Make it easyI+and promote itsaccessi,ility+
<orkson aniPadL
ye ,yeBemote$esktopL
![Page 46: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/46.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 46/51
Place important data that users can interact within SharePoint+
d ff
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 47/51
Support your users and offerthem multiple ways to #et
trainin#+
&+ /&Hs on site
+ Provide in housetrainin#
C+ One on one sessionswith site owners
$+ <eekly tips in anannouncement list
![Page 48: Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)](https://reader033.vdocuments.net/reader033/viewer/2022052710/577cb93a1a28aba7118d6fc2/html5/thumbnails/48.jpg)
8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 48/51
<hat worked est for us
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
http://slidepdf.com/reader/full/crayons-arent-just-for-kids-one-institutions-view-on-how-to-do-a 49/51
<hat worked ,est for us
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
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8/9/2019 Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)
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/eel free to contact us$arcy+PientkaTmed+uvm+edu
Pamela+'amesTmed+uvm+edu
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