how do you sharepoint?
DESCRIPTION
Using SharePoint to improve productivityTRANSCRIPT
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
[email protected] 802-656-0319
UVM Extension State Office 23 Mansfield Avenue
Burlington, VT 05401-3323