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© 2019 Parexel International Corporation
SharePoint to the Rescue! Using SharePoint as a Tool toManage Medical Writing Teams and Client PartnershipsAmelia Young08 November 2019
© 2019 Parexel International Corporation
What is SharePoint?
Why SharePoint?
Steps for Developing a SharePoint PageIdentifying ContentIdentifying UsersDeveloping SharePoint PagesMaintaining Data
Resources
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Objectives
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What is SharePoint?
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Microsoft defines SharePoint as software or service that helps organizations share and manage content, knowledge, and applications to:
• Empower teamwork
• Quickly find information
• Seamlessly collaborate across the organization
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What is SharePoint?
Source: Introduction to SharePoint Online. https://docs.microsoft.com/en-us/sharepoint/introduction
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There are a variety of “SharePoint” products. A few examples of these are:
• SharePoint Server – Organization deploys and manages SharePoint server on-premises.
• SharePoint Online – A cloud based service, hosted by Microsoft, for business of all sizes.
• SharePoint Designer – A free program that provides the users with additional options to edit content on SharePoint site
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What is SharePoint?
Source: What is SharePoint. https://support.office.com/en-us/article/what-is-sharepoint-97b915e6-651b-43b2-827d-fb25777f446f
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Why SharePoint?
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Challenges Facing Medical WritersEnsuring most recent template is being used for project
Time consuming to navigate through folder structures to open current templatesMay not be clear which template version should be used
Ensuring client’s preferences (e.g., recent communications and agreements) are being implemented
Staying current with key client contacts or team lists
Tracking status of the project or projects within a partnership
Ensuring documents are written in line with client’s current style guide and most recent processes
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Benefits of SharePoint
Provides a single location for writers to access informationSuch as style guides, templates, team contact information, training information, project metrics, etc.
Reduces time spent by writers navigating folder structures/internal systems to find resources
Can create links to other internal systems, process outlines (i.e., SOPs) or websites
Can create libraries within SharePoint page that contain templates
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Benefits of SharePoint
Multiple writers can work collaboratively in one document at the same time
Updates can be done by a SharePoint administrator within MW staff versus ITReduces time needed to keep information on SharePoint site currentIncreases ownership in site content
Consistency in systems utilizedWriters may already be using SharePoint sites at a Corporate levels
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Steps for Developing a SharePoint Site
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Identify Content
Identify Users
Create SharePoint
Pages
Periodically Review Content
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Developing a SharePoint Site
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Developing SharePoint Site
The first step to developing your SharePoint site is to review and gather the content that you want to include on your SharePoint site for users to access.
Individual pages can be made for each topicExamples: templates, metric trackers, contact information, training, partnerships, vacation calendar
Determine how you want to present the information on each topicSpreadsheet format for metric trackersLibrary to store templates, process documents, or presentationsList of links to internal locations for SOPs or links to the email address for key partnership contacts
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Identifying Content
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Developing SharePoint Site
When creating the individual pages for each topic, you can choose to create a “web part page” or a “page”
Web Part Page – creates a page that displays information from other sources such as lists, other web pages, etc.
Page – creates a blank webpage that can contain text, images, wikis, links, etc.Web parts can then be added to a “page” during editing; web parts are basically the building blocks of your page (text, images, files, etc.).
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Identifying Content – Types of Pages
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Developing SharePoint Site
Examples of some of the available webparts:
Document library – displays a library of documents that users can view or edit directly form the web part (depending on their permissions)
Use to store templates, documents, training materials
InfoPath Form – inserts a form on your page that can be filled out to populate data into a library or list
Image – inserts an image on your page, either from your site, your OneDrive, or your hard drive
Can also create a image gallery to share a collection of photos on your page
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Identifying Content - Webparts
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Developing SharePoint Site
Examples of some of the available webparts:
Link – adds link to an internal or external pageLink function can also be used to link to a contact’s email address
List – displays a list that can have customizable viewsMetric trackers such as assignment by writer, timelines, QC assignmentsList can be exported as Excel documents
Text – adds paragraphs to your pageFormatting options include styles, bullets, indentations, etc. Can develop set styles for SharePoint site similar to a template in word
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Identifying Content - Webparts
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Developing SharePoint Site
Once you have determined your content, next you need to determine who you want to have access to your SharePoint site
Access can be granted to the entire site or individual pages within the site
Access groups can be created or access can be given to individualsOutlook email groups can also be utilized to provide access
Site administrator can grant permissions for access to site
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Identifying Users
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Developing SharePoint Site
There is a wide variety of permission levels for SharePoint sites/pages
Full Control – has full control over the site
Design – can view, add, update, delete, approve, and customize
Contribute – can view, add, update, and delete list items and documents
Read – Can view pages and list items and download documents
Limited access – can view specific lists, libraries, etc. when given permission
View Only – can view pages, list items, and documents but cannot download documents
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Identifying Users – Permission Levels
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Developing SharePoint Site
Demonstration of how to create a SharePoint Page
Demonstration of how to add webparts to a SharePoint Page
Demonstration of how to add links to a SharePoint Page
Demonstration of how to update pages listed in the Navigation Panel
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Creating SharePoint Pages
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Developing SharePoint Site
To ensure content on your SharePoint site is up to date, it is suggested to periodically review the information presented and those that have access to the page
For content, suggest reviewing the content monthly and with key stake holders quarterly (or earlier if needed)
For access, suggest reviewing quarterly If permissions are set-up based on Outlook email groups, they should be automatically when edits to that email group are madeIf permissions are set-up individually, when someone joins or leaves the team this will need to be updated
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Periodically Review Content
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Resources
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Microsoft Office - Create a Team Site in SharePointhttps://support.office.com/en-us/article/create-a-team-site-in-sharepoint-ef10c1e7-15f3-42a3-98aa-b5972711777d
LinkedIn Learning
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Resources
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Thank you