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Share point pilot meeting presentation Share point pilot meeting presentation Presentation Transcript

  • SharePoint Pilot Meeting
  • Introductions• Shannon Steffes – Coordinator, GMCS Regional Quality Center• Barry Lambson – Network Supervisor, Department of Technology• Kutlu Gulamber & Jenny Green – Guests from Ardham Technologies• SES Staff
  • SharePoint• Knowledge Management effectiveness & efficiency• Technology Services effectiveness & efficiency
  • Email• A 40 year-old technology• Has become a file-storage system• You have a file you that needs input from seven people• A technology whose use has not grown with its capabilities
  • Email• So you email it to all 7 people• 8 copies are now stored on the server
  • Email• Those 7 people make their changes and ―reply all‖• Now there are 66 copies stored on the server
  • Email• Additionally, the owner had to combine all 8 documents into one product and email back to the collaborators• Now there are 73 copies on the server
  • SharePoint• What if that files existed in one place, and everyone made their changes directly to the document?
  • Web 2.0• Increased Server Efficiency
  • Technology Efficiency• Increased Server Efficiency• Less power consumption• More efficient back-ups• Fewer physical servers• Better central management
  • Knowledge Management• The Region Quality Center is focused on helping our divisions work smarter, not harder• Our greatest asset is our human assets and their knowledge
  • Knowledge Management• Case Study • Systems Check Data• Old Process = 3.5 weeks• New Process with SharePoint = 30 seconds• Systems Check Data
  • Knowledge Management• Knowledge Storage
  • Knowledge Management• Collaboration
  • Knowledge Management• Sustainability
  • Pilot Phase• Currently testing the system and developing governance
  • ―The increased efficiency in our work processes has saved us so much time, and with it money, that it would be hard to think we could ever go back.‖ ―There are teachers at my ―You guys did a good job of school that I have never explaining why this can be seen engaged in auseful and why it makes sense. development session, or People are starting to play excited about a district around with it and already project. Those teachers finding ways to improve the were clamoring for more workflow of the school. Not information about only that, but they see how it SharePoint and wanted to will impact student start using it at the school achievement.‖ right away.‖
  • Objectives• SES Staff will be able to – Describe a Web 2.0 system, its benefits, and how it differs from Web 1.0 – Describe a Knowledge Management system that uses SharePoint – Access and navigate the main components of the SES and unit SharePoint sites – Distinguish knowledge assets from the whole SES staff and those of each unit – Categorize knowledge asset groups – Determine permissions for each group’s knowledge assets – Build and use site features
  • SharePoint Usage• Log -in• Preferred Browser: Internet Explorer
  • SharePoint Usage• Log-in• http://gmcssp01/SPSS/LS/SES• Username = gmcs(Novell username) • Example = gmcsssteffes• Password = Regular Password
  • SharePoint Usage• Basic Navigation
  • SharePoint Usage• Parent Site = Group Home
  • SharePoint Usage Breadcrumb= a path of the route you have taken through the site
  • SharePoint Usage• Basic Navigation Top Link Bar This area is set up as a site is built and can be customized to show anywhere pages connect.Back and Forward Buttons Just like with internet you can use the back and forward buttons for quick maneuvering.
  • SharePoint Usage• Basic Navigation Permanent Parent Link The ―Services for Exceptional Students‖ Heading is a permanent link to the parent site.
  • SharePoint Usage• Basic Navigation Announcements This section houses the announcement for all staff.
  • SharePoint Usage• Basic Navigation Alerts This allows you to receive notifications about any changes to a section of the site by email or RSS
  • SharePoint Usage• Basic Navigation Calendar This section houses the events for all staff.
  • SharePoint Usage• Basic Navigation Site Content Allows you to navigate main site features Shared Documents—A place where documents used or archived for use by the entire staff reside
  • SharePoint Usage• Basic Navigation Opening the menu gives options for how to use a document
  • SharePoint Usage• Basic Navigation Sites are used to do the same work, but for individualized groups
  • SharePoint Usage• Other Pilot Sites • Chief Manuelito Middle School • Team collaboration • Crownpoint Middle School • Sustainability and archival information • Miyamura High School • Process improvement • Rocky View Elementary • Data Collection • David Skeet Elementary • Data flow process • Regional Quality Center • Data collection & Sustainability • Technology • Active collaboration
  • Determining Knowledge Assets• Announcements • How do announcements get delivered to the staff? • Which/what type of announcements are for the whole staff vs. units? • Who will post that information?
  • Determining Knowledge Assets• Calendar Items • How do events get delivered to the staff? • Which/what type of events are for the whole staff vs. units? • Who will post that information?
  • Determining Knowledge Assets • DocumentsWhat are the Who owns this What system What system is Categorydocuments we document?/W in in place to in place toall use? ho uses collect these collaborate on it?/whole staff docs?/Is it these docs?/is or unit meeting our it meeting our need? need?
  • Site Build• Announcements• Calendar• Whole Staff Shared Docs• Check permissions of the unit sites• Building unit sites independently
  • +/∆SES Staff will be able to•Describe a Web 2.0 system, its benefits, and how it differs from Web 1.0•Describe a Knowledge Management system that uses SharePoint•Access and navigate the main components of the SES and unitSharePoint sites•Distinguish knowledge assets from the whole SES staff and those ofeach unit•Categorize knowledge asset groups•Determine permissions for each group’s knowledge assets•Build and use site features