Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)

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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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+

https://creativecommons.org/licenses/by-nc-sa/3.0/










&,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



&,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+



<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#



<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+



Eovernance

Or#aniAation 9 Structure

randin#Partner Colla,oration

&doptionFGmplementation

/undamentals



/undamentals



<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





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



&udience

&+ $epartments% Pro#rams and Center+ earnin#F&cademic #roups

C+ Besearchers and research centers$+ /inancial leaders% academic forecasters



&+ 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





Eovernance



Gs Eovernance a ,ad word:&+ 7es

+ -o

C+ <e don’t have all dayI



<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



<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



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



/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





Eovernance

Huestions:








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



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




Huestions:



randin#



*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



Pu,lic landin# pa#e

Si il l k d f l



Similar look and feel



Gndividual Site (emplates



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+





(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









One world for everyone



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+



(he People Picker



Colla,oration

Huestions:



&doptionFGmplementation



Promote and market your sites



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



Make it easyI+and promote itsaccessi,ility+

<orkson aniPadL

ye ,yeBemote$esktopL



Place important data that users can interact within SharePoint+

d ff



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



<hat worked est for us



<hat worked ,est for us





/eel free to contact us$arcy+PientkaTmed+uvm+edu

Pamela+'amesTmed+uvm+edu

$avid+(owle)*iltTmed+uvm+edu

mailto:[email protected]






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Crayons Aren't Just for Kids: One Institution's View on How to Do a SharePoint implementation (261648871)