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Presentation given by Diane Montgomery of IT Services, University of Glasgow at the 'Managing Archaeology Data' event on Monday 7th March 2011 in Glasgow.

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  • To meet a set of requirements , based first 3 to portal - better access to existing IT services (ie without need to log on again). and collaboration tools for our STUDENTS . We are on Microsoft Office SharePoint server Enterprise version 2007 – and will be looking to upgrade to 2010.
  • At a high level, providing mysites and team sites. Both provide collaboration
  • Mysite gives a number of standard features - which you can change – and a getting started guide. Enlighten Library - moving to a Shibboleth/federated access login – later in the spring.
  • Team sites – areas of use? Emergent approach for local use– its a tool not solution – allowing a bottom up demand in the schools. (Quite a different feel to many of the key IT projects on the go at the moment in UoG.) IT helpdesk SP team deal enquires that come in. IT staff (school or college) need to support the running of a site collection and support their users . Good – understanding of local needs , Possible Cons – time.. Schools could divide into subject area or projects
  • Boiler plate templates Lists and Libraries Advantages over a J drive type acces Take your data management plan Use Lists to create meta-data – at site level perhaps different for documents and image libraries. Document Versioning and checkin -out is off by default, you can switch it on for each document library, so that might influence how you organise them. Document Workflows to collect feedback or approvals. Alerts settings – select set up on individual web parts to be notified if changes made and the type of changes, and instant, daily or weekly notification. Permissions for team members to securely access
  • Permissions are flexible and very much under the individual site owner control. Security trimming prevents seeing a site or webparts if you do not have access. Area of likely use in future would be audience targeting where you can mark up content to display only if someone is in an audiences, for example if you had a category final year ug the NSS survey announcement could be set to display only to them.
  • Lesson learned - the best use is where the purpose is clear, project or meetings based. Good thing about devolved to School IT to support site collection – is also a very bad thing as it depends what time they have to devote to it.
  • Share point7mar11

    1. 1. SharePoint Where we are and what’s happening next Diane Montgomery, IT Services March 2011
    2. 2. MOSS <ul><li>Collaboration </li></ul><ul><li>Portals and Personalisation </li></ul><ul><li>Search </li></ul><ul><li>Content management </li></ul><ul><li>Business Processes and Forms </li></ul><ul><li>Business Intelligence </li></ul>
    3. 3. Collaboration <ul><li>Single Sign On Personalised Portal </li></ul><ul><li>Personal web space </li></ul><ul><li>Shared web space </li></ul><ul><li>Access Anywhere, Anyplace, Anytime </li></ul><ul><li>(No VPN) </li></ul>MySites Collaboration Team sites
    4. 4. MySite <ul><li>user personal pages for each student / member of staff </li></ul><ul><li>private and shared space for </li></ul><ul><li>ad-hoc collaboration. </li></ul><ul><li>access to other GUID services.. </li></ul><ul><ul><li>Exchange e-mail </li></ul></ul><ul><ul><li>Moodle VLE </li></ul></ul><ul><ul><li>WebSurf Student Records </li></ul></ul><ul><ul><li>Library books/search/catalogue </li></ul></ul><ul><ul><li>Business applications </li></ul></ul><ul><ul><li>Coming soon... Enlighten </li></ul></ul><ul><ul><ul><li> Campus Solutions </li></ul></ul></ul>sharepoint.gla.ac.uk - MySite link top right
    5. 5. Team Sites <ul><li>Student projects </li></ul><ul><li>Research projects </li></ul><ul><li>Admin groups </li></ul><ul><li>Colleges & Schools </li></ul><ul><li>Services </li></ul><ul><li>Clubs & Societies </li></ul>Centralised setup of site collections Devolved admin to schools
    6. 6. Site Templates and Features <ul><li>Templates </li></ul><ul><li>Team Site </li></ul><ul><li>Meeting Workspace </li></ul><ul><li>Document Centre </li></ul><ul><li>News Site </li></ul><ul><li>Specialist </li></ul><ul><li>Event Planning </li></ul><ul><li>IT Team Workspace </li></ul><ul><li>Knowledge Base </li></ul><ul><li>Project Tracking Workspace </li></ul><ul><li>Features </li></ul><ul><li>web sites </li></ul><ul><li>document libraries – versioning, check-in/out </li></ul><ul><li>lists (and metadata) </li></ul><ul><li>surveys </li></ul><ul><li>blogs </li></ul><ul><li>wikis </li></ul><ul><li>discussion boards </li></ul><ul><li>workflows </li></ul><ul><li>calendars and announcements </li></ul><ul><li>alerts </li></ul><ul><li>permissions controls </li></ul>Custom – save template for re-use
    7. 7. Security settings, Back up and Disaster Recovery <ul><li>Security </li></ul><ul><li>Permission - view pages; add items; create alerts; modify; </li></ul><ul><li>Permission Levels - contribute; approve; design </li></ul><ul><li>People and Group - People Picker, all staff and students </li></ul><ul><li>Permissions Inheritance - adaptable at site level, web part level, individual documents… </li></ul>Backup and Disaster Recovery Site recycle bin 30 days Site collection recycle bin 30 days Disk and tape backup Server farm across two sites rorrim esabataD
    8. 8. What SharePoint isn’t <ul><li>Not a replacement for existing services </li></ul><ul><ul><li>Formal Document Management -> ERDMS </li></ul></ul><ul><ul><li>VLE -> Moodle </li></ul></ul><ul><ul><li>Public facing Web Content -> T4 </li></ul></ul><ul><ul><li>Network filestore </li></ul></ul><ul><li>Additional tool, complimentary to existing services. </li></ul><ul><li>New and innovative uses?….. </li></ul>
    9. 9. What’s happening just now? <ul><li>In use… </li></ul><ul><li>School of Mathematics and Statistics </li></ul><ul><li>College of Science and Engineering </li></ul><ul><li>Beaton Institute </li></ul><ul><li>Library </li></ul><ul><li>Periodic Subject Review School of Life Sciences </li></ul><ul><li>Learning and Teaching Centre </li></ul><ul><li>.. and others </li></ul><ul><li>Under consideration…. </li></ul><ul><li>Audience Targeting - Student and Staff Portals </li></ul><ul><li>GUSA Sports Clubs </li></ul><ul><li>Students projects collaboration/documents by group </li></ul><ul><li>Research in different areas of MVLS </li></ul>
    10. 10. What next? <ul><li>Support structure for Training and Site Collection Structure building/guidance </li></ul><ul><li>Guest accounts for collaboration with colleagues in other Universities etc </li></ul><ul><li>Upgrade to SharePoint 2010 </li></ul><ul><li>Presence and IM </li></ul><ul><li>? </li></ul><ul><li>Try it out on your MySite and… </li></ul><ul><li>Ask your IT staff for a site </li></ul>

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