SharePoint

Introduction to the Nevada SharePoint Sitehttps://nrcs.sc.egov.usda.gov/west/nevada/default.aspx

Better Way/Communication

Will SharePoint meet our needs for sharing information & Tracking Action items?

What is SharePoint?

• Collection of tools to improve user and team productivity by providing workspace for team projects, posting documents and tasks and a discussion site

• Web based – updates as we input information.

• Secure – team members must be added and permissions can be set as needed

• Makes information sharing more effective by providing a central location for sharing information, managing schedules and workflow

• Facilitate decision-making processes

• Can be set to alert you to additions or changes to your site

• Agency is allowing states to “go with it”, we have the freedom to set it up to meet our needs

• Entrance page for Nevada employees -

Specific groups or teams can be added as needed:

• Management

• Admin

• Programs

• Soils

• Engineering

From the main page ~ we can break out to other sections

Events on the Calendar

Clicking on the Soils link

Events (for the Calendar) can show up as a list ~

In Calendar view ~

• Task pane give you more options – export/Link to Access, Excel• Link to Outlook ~ one way, after upgrades it will link both ways

When you input your calendar items, you can create a web for your conference or meeting. (the little colored icon indicates a web created)

• Creating a new web gives your team a place to share documents and a central location for all information pertaining to the workshop, project, etc…

Advantages

• Share documents

• Input comments but still retain original

• Can access, view, comment on documents in short notice

• Set permissions as needed

• Can set alerts to be notified when changes are made

• On your sections main page – you can customize announcements

• Open discussions

• Tasks can be assigned and tracked

Tasks

• Items can be entered, assigned & tracked

• Datasheet can be customized as needed

• Alerts can be set

Two task lists created for Nevada and National Registers

• Columns can be added

• Can be linked to excel

• Charts and reports can be created

SharePoint OverviewLists –

• Announcements – share news, status and other short bits of news or information.

• Events – calendar-based view of upcoming meetings, deadlines

• Custom list in datasheet view – specify columns – opens in spreadsheet-like environment for easy data entry, editing and formatting.

• Tasks – Create a tasks list to track work items • Gantt view format : Shows bar graph with start date,

milestones, percent complete and finish date. Allows visualization of a project plan and schedule of tasks.

• Shared Document Workspaces- allows multiple users to collaborate and work on the same document, with versioning capabilities to track changes

• Discussion or Blog sites – for comments and input regarding your group’s specific issues

Overview

SharePoint• Once you get in there, it is easy to

understand

• It is the direction the Department is going (they are not exactly sure how)

• They are allowing us to find how it works best for us -

• Work with it - find out what works for you

• Experiment with the features

Considerations

• Permission levels ~ reader, web, admin

(access, data entry, site creation)

• Contact person ~ each section can be responsible for

Departmental information, update and postings • Calendars ~ for all action items/due dates or separate

calendars for each department?