how do you sharepoint
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Cathy Yandow University of Vermont Extension Webmaster & Communications Professional Thursday, May 22, 2014 National Extension Technology Community Conference KSU / Manhattan, KansasTRANSCRIPT
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 SimpleSome 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
802-656-0319
UVM Extension State Office
23 Mansfield Avenue
Burlington, VT 05401-3323