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

cathy.yandow@uvm.edu

802-656-0319

UVM Extension State Office

23 Mansfield Avenue

Burlington, VT 05401-3323