1. Jane Marie Souza, Ph.D.
Marcus White
Keith Werosh, Ph.D.
SharePoint as an Assessment
& Accreditation Tool
Sponsored by
2. Housekeeping
We will do a brief presentation on our
approach to SharePoint for Assessment &
Accreditation.
During this time, please mute your phones
and submit comments, suggestions and
questions in the box to the right.
We will then address comments and
questions submitted and facilitate the
discussion.
3. Context & Functionality
Gather
Information
Manage Process Report Out
Standardize data
collection
Keep track of
deliverables
Dashboard
Centralize the data Big picture Disparate data sources
Can apply to
accreditation
compliance, etc…
Ability to see work in
progress
Aggregate info leading
to meaningful
interpretation
Reminders
Accountability
4. Perspective
• Be able to aggregate data in
support of multiple standards
• Be able to share with multiple
offices
• Be transparent!
• See progress at a glance
• Be able to generate reports
6. Considerations
• Using Office 365 2013
• Your permissions may differ from ours– check with your
system administrator if you need assistance
• These are tools you likely already have!
• There is far more flexibility than what’s covered today
• This is just scratching the surface on the possibilities
• Much of the following can be accomplished by end users
(provided you have permission)
8. • Provisions your own SQL database
• Simple forms
• Basic reporting
• Multiple users
• Different views
• Can convert existing dataset
• Good for small applications
• Not much flexibility
• Boring
Integrating MS Access into SharePoint
16. Tech Talk
• What is available in SharePoint without
development/modifications?
• Web Parts or “Apps”
• Alerts
• What do we plan on doing to customize our solution?
• SharePoint Designer & jQuery (JavaScript)
• Add-ons available for SharePoint
• Virto Workflows
• Time commitment for development?
• 40-80 hours high level estimate
• Reporting
• Additional Topics
• SharePoint permission structure
• Cloud vs Local
17. Reporting Capabilities
• How can the information be sorted and pulled
to be put to good use for reporting?
• Export to Excel is very easy!
• Multiple ways to extract data.
JMS
What are Mockups?
Our team has designed mockups which are drawing/representations of how we would like the website to look.
Based on these mockups, the developer will be able to utilize SharePoint’s built in functionality as well as other tools to make screens like this possible.
Dashboard Screen
This will be the homepage for the site, it will give a high level overview of the standards we are tracking for each accreditation and their current statuses (green, yellow, red)
Users of the site will be able to click on any of the standards and take a more in-depth look at the information we are tracking
JMS
Standard Screen
If a user were to click on one of the standards from the homepage, they would be brought to this page
From here a user can:
Create or edit note for this standard
Update the status (red, yellow, green) of a standard
Sort/filter notes associated with this standard
JMS
Note Creation Screen
If a user were to click on “Create a Note” from the standard page, they would be brought to this page
From here a user can:
Fill in all the fields we would like to collect for a note
Standard (dropdown for which standard this note is associated with)
Organizational Unit – In our case this will most often be the school that is creating the note
Contact Person – If we need to follow up on this note, who do we contact
Note Text – Description of how we are meeting this standard/criteria
Note Date – What date is this note effective for? Does this relate to content/documentation that was created a year ago?
Active/Needs Attention – A checkbox for flagging a note. This will help us when looking at all of the notes to identify what needs attention
Attach Documents/URLs – Ability to attach documentation or web links to this note
Criteria – Ability to select what criteria this note addresses for this standard
MW
What is available in SharePoint without development/modifications?
We current use an on-premise (local) SharePoint 2013 setup.
With this, we are able to use “Custom List” web parts/apps that allow us to create these custom relationships and attributes for Accreditations, Standard, Notes, and Criteria
SharePoint also allows users to sign up for alerts. In this case, someone may set up an alert for a standard or note. This alert will send an email when the item is edited.
What do we plan on doing to customize our solution?
Our developer will plan on using SharePoint Designer and Jquery/JavaScript to help with the coloring/layout of the dashboard screen as well as some filtering of the data on forms
Add-ons available for SharePoint
Virto Workflows – these workflows greatly enhance our ability to create workflows in SharePoint.
What is a workflow? - Workflows are automated processes such as archiving content that SharePoint will perform automatically.
Time commitment for development?
Currently we estimate that 40-80 hours of development time will be needed. This is a high level estimate that will be more accurate as we refine our design and requirements.
Reporting
Our primary user will be able to sort and filter this data through the website as well as utilize other Microsoft programs (excel, ms access) to manipulate and report on the data
Additional Topics
SharePoint Permissions – SharePoint allows for very granular permissions. Depending on your needs this can be customized
Cloud Vs Local – We currently have a local SharePoint 2013 environment. We are investigating the potential to use SharePoint cloud but have no immediate plans to migrate.
