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How Do You SharePoint

Cathy Yandow
University of Vermont Extension
Webmaster & Communications Professional

Thursday, May 22, 2014
National Extension Technology Community Conference
KSU / Manhattan, Kansas

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How Do You SharePoint

  1. 1. How Do You SharePoint? Cathy Yandow University of Vermont Extension Webmaster & Communications Professional Thursday, May 22, 2014 National Extension Technology Community Conference KSU / Manhattan, Kansas
  2. 2. Why SharePoint?  Periodic requests for data transfer/archive between offices  SharePoint reduced time spent strategizing other solutions = improved productivity  Security and control over access created by targeted permissions (member, owner, visitor, group)  Centralized document & data collection, management, archiving  Provides communications & collaboration for a dispersed workforce -- bridges the “geography gap”
  3. 3. SharePoint @ UVM  2004 original installation at UVM  March 2013 -- upgraded to SharePoint Foundation 2010  Maintained by UVM IT, Enterprise Technology Services (ETS)  Possible update to version 2013 – depends on outcome of institutional e-mail/calendar client replacement decision in 2014
  4. 4. UVM Extension At-A-Glance  State Dean’s Office, Burlington, Vt. (main campus)  Offices in 11 of Vermont’s 14 counties  200+ employees  2 IT support staff  3 Media Team (web/communications) staff
  5. 5. http://www.vermont-map.org/
  6. 6. Keep SharePoint Simple Some users may find SharePoint confusing, use basic features, minimize support needs:  People & Groups  Customize access permissions  Quick launch & top link bar for navigation  Libraries & folders  Themes/colors (variety when managing multiple sites) * Limited use of workflows, modules/forms, surveys, project tasks, issue tracking
  7. 7. Examples  “Sandbox” (on-the-fly projects)  Workshop presentation collaboration  Photos  Crisis management – Hurricane Irene, 2011  Various other data management uses
  8. 8. Build a “Sandbox”  Create a workspace on- the-fly for other users in your organization who might not feel comfortable setting up a site on their own  Customize member, owner, visitor groups/permissions  Set up document library
  9. 9. ROPS* & Vt. AgrAbility  “Needed it yesterday”  Staffing change created need for document & resource transition to PI & admin staff in another office  Files too large for e-mail, FTP  Documents in one location – reports, surveys, spreadsheets, PowerPoint files  Consultant set up with “member” credentials allowing her to “contribute” only  PI & AA set up as “owners” with full control of site * Rollover Protective Structures project
  10. 10. Teaching  Collaboration – 2012 professional development conference presentation  Develop topic outline & assignments (Word)  Create sections of presentation in PPT, upload & merge
  11. 11. Annual Report  Photos for yearly Annual Report & display  Easy file upload – one photo or multiple  View thumbnails, photo details: File type & size Description – becomes caption Photographer attribution
  12. 12. Crisis Information Management New England’s challenging geography:  Mountains, valleys, rivers  “you can’t get there from here”  Few direct routes between points  Towns, roads, railroads parallel rivers http://www.vpr.net/community/gallery/157/, GMRC
  13. 13. http://www.vermont-map.org/
  14. 14. August 31, 2011. Waitsfield, Vt. www.mansfieldheliflight.com
  15. 15. Hurricane Irene, August 27-28, 2011 Waterbury, Vt. -- Vt. Agency of Agriculture, Food & Markets (VAAFM) offices & network flooded Widespread damage to fields and farms in central and southern Vermont UVM Extension response coordinated with: VAAFM Farm Service Agency Natural Resource Conservation Districts/Vt. Association of Conservation Districts Flooding on Main Street, Waterbury, Vt., August 2011, from “Rebuild Waterbury.”
  16. 16. Vt. Farm Disaster Response Single repository for: • Centralized paperwork management* • Farm damage assessment outreach materials: – Library of printable forms – Resources – Crop damage reporting requirements – Recovery guide – Unemployment information – Soil testing information UVM Extension Equine Specialist Betsy Greene coordinating delivery of emergency feed to horse owners in Rochester, Vt. * Forms collected using laptops and iPads
  17. 17. Vt. Farm Disaster Response • On-site completion & collection of forms • Confidential location for farmer paperwork – easily uploaded for review by VAAFM and transfer to FSA – assigned guest account credentials • Spreadsheet-based data sets: Catalog requests for – and donations of -- farm supplies, money, manpower • Team discussions • Conference call notes
  18. 18. Additional Uses Media (web) Team data sets Departmental accounts Social media account details Operations/policy & Internal Resources Dean’s meeting minutes & agendas Strategic planning documents Diversity Team Faculty reappointment dossier management
  19. 19. Summary  Solution for dispersed colleagues & workgroups  Easier collaboration = improved productivity  Potential for less impact on other IT/Web Resources  Use of an existing system = less time spent brainstorming other ways to transfer/share data  More time invested in actual project work  Internet Explorer provides optimum functionality Let SharePoint help you work smarter, not harder!
  20. 20. Cathy Yandow Webmaster & Communications Professional cathy.yandow@uvm.edu 802-656-0319 UVM Extension State Office 23 Mansfield Avenue Burlington, VT 05401-3323

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Cathy Yandow University of Vermont Extension Webmaster & Communications Professional Thursday, May 22, 2014 National Extension Technology Community Conference KSU / Manhattan, Kansas

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