This document summarizes a discussion on new collaboration tools from Office 365 like Groups. Key points include: 1. Groups provides new ways for collaboration but staff may be hesitant to use new technologies. Training and support is needed. 2. Both formal classroom training and informal approaches work well to promote adoption. Embedding training for students and staff is important. 3. Frameworks can provide guidance on digital capabilities but each institution has their own needs. The JISC framework was discussed. 4. Evaluating the impact of new tools and capabilities is important. The UCISA Digital Capabilities survey provides recommendations and opportunities to share best practices.

1. Welcome
• Can you hear me?
• New webinar layout “60 min tech talk”
• Apps in the Cloud… why won’t they use them
• Join in via the chat
• Guests

2. Brilliant, more new apps
from the cloud!

3. Groups in Office365 is not
exactly an app but it
is new stuff that
staff won’t use!

4. Groups in Office365 is actually
sharepoint!

5. “I think we should
stop focussing on
the technology”

6. Office365 is all
about experiences

7. “I don’t think I’m
ready for new
experiences and I
don’t think I’m
ready for Groups”

8. Groups is a new way
to work together

9. OK, OK already!
So what do you get?

10. Conversations

11. Calendar

12. Notebook

13. Files

14. Storage

15. Invisible site collections

16. Anyone can
create a group
by default

17. But it can become chaotic
without control

18. How does this and other cloud apps
impact on IT Administration?
Valente Panattoni
Senior Desktop Services Analyst

20. Impact of new tools to IT Admins
1.Office 365 at St George’s University of London
2.Office 365 group admin control
3.Should it be managed?
4.How should it be supported?

21. Office 365 at St Georges, University of
London
•Migrated all customer mailboxes from an on premise Oracle mail
system to Exchange online in the summer of 2014.
•Our main focus has been exchange online with no management of
office 365 groups thus far.
•Should we use groups, sharepoint or yammer for team
collaboration?
•http://en.share-gate.com/blog/microsoft-modern-workplace

22. Office 365 groups admin control
•Ediscovery and Litigation Hold
•Security and compliance
•Group Naming Policies
•Powershell management
•Dynamic group membership
•Obfuscate group membership
•Group expiry

23. Office 365 admin control
•Reporting and auditing
•Group creation
•Group updates
•Membership changes
•Deletions

24. Should it be managed?
•Light touch approach to Office 365 group administration.
•New Office 365 apps get used before IT have a chance to intervene.
•Anyone can create groups.
•Each office 365 tenant will have its own requirements.
•Considering the potential for internal / external sharing not
managing could well create a security compromise.

25. How should use be supported?
•Training should be given to support our customers experience with
office 365 groups.
•What groups can and can’t do.
•External mailboxes cannot be full members.
•Guidelines to curtail groups being created to no end.
•At a minimum finding out if a team group already exists before creating a new
one?

26. My contact details:
Valente Panttoni
Senior Desktop Services Analyst
St George’s, University of London
Email and skype: vpanatto@sgul.ac.uk
Tel: 0208 725 0233
Twitter: @valpan

27. How are apps from the cloud
managed in your institution?
Is the release of such tools done in
a coordinated way that involves all
stakeholders?
Strategies are a good way of
generating policies and
guidelines when none exist.
What strategy would cover
this?
Join in the talk!
1.
2.
3.

28. How do we get everyone to use them?
Khalid Joomaye
Learning and Development Manager

29. Staff Development Perspectives
Khalid Joomaye
Learning and Development Manager
St George’s, University of London

31. 77% of people rate working in collaboration
with others as essential/very useful
70% of people use their own smartphone for
work-related learning
69% of people are motivated by technologies
that allow them to network and connect with
each other

32. People will say “this is great”, or “this is just what we
need”, there is a flurry of emails, maybe the sharing of
some resources, and then… nothing.

33. WIIFM?
“What’s in it for me?”

34. Q: Why are you using such technologies
within your organisation?

35. Q: What value does it offer those involved
and the organisation?

36. Q: To control or not to control?

37. What happens outside the group is just as
important as what happens within the
group!

38. Feel free to contact me:
Khalid Joomaye
Learning and Development Manager
St George’s, University of London
Email: kjoomaye@sgul.ac.uk
Tel: 020 8725 0696
@khalidjoomaye

39. What’s are the benefits
for staff to adopt such
new technologies?
How can we motivate
them to use such tools?
What institutional strategies linked
in this respect?
Join in the talk!
1.
2.
3.

40. Do we train on these tools and if
so, how do we deliver the training?
Adrian Sharkey
Senior IT Trainer
University of Portsmouth
www.google.com/+AdrianSharkey
023 9284 3724

41. Do we train these tools?
● Original Scope
o Mail & Calendar replacement
o Drive, documents sheets etc available but not encouraged
● Initial takeup
o Natural takeup by early adopters
o Pockets of use e.g. IS, Engineering
o Opinion leaders encouraging wider take up
● Formal training
o IS Training provision encouraged further use
o Confidence for those that wouldn’t experiment with the tools
● Organisational Benefits
o Unlimited storage space
o Easy to access cloud, any device, anywhere
o Easy collaboration & sharing
o Not just personal use, some depts abandoning K & N Drives in favour of Google Drive

42. How do we deliver training?
● Formal Training
o Classroom delivery - modular sessions
 Mail/Calendar
 Drive - collaboration & sharing
 App training - documents, sheets etc.
o Teaching days - overview of tools for academic staff
o Short sessions/briefings - e.g. what is Google+
● Informal Training
o Google learning resources made available
o Online communities, sharing info & updates - particularly Google +
o Sharing good practice, flipped classroom techniques etc.
o On the job training - built in processes
o Using collaboration tools on programmes such as ‘delivering excellence’

43. What different types of
Informal training have
you tried out there?
Embedding training for students
works well. How can you embed
training for staff?
Which works best for
Professional Service staff,
bottom up approach or
top down approach?
Join in the talk!
1.
2.
3.

44. Current trends appearing are the
use of existing frameworks or
creating your own.
Daniel Clark
Senior Lecturer

45. What is BPP’s core activity ?
➢Students see digital literacy improved which enhances learning and employability
➢Faculty assist with this and act as role models
➢Managers support faculty in this process
➢Improved student experience, educational standard and efficiency
Project focused on action not research
The vision

46. What is BPP’s core activity ?
Our guide - JISC digital literacies
development framework
Functional access: “I have…”
Skills: “I can…”
Practices: “I use…”
Identity: “I am…”

48. 48
Tools selected

49. Anybody using the Jisc
6 element framework?
Jisc running a Digital Capability
project and have invited
institutions to take part in a
pilot, anyone taking part?
So many frameworks out there,
which are you using?
Join in the talk!
1.
2.
3.

50. Does it work, does it make a difference?
Annette Webb
UCISA Digital Capabilities group
member

51. So what now?... Digital Capabilities Report
recommendations
1. UCISA work with other agencies.
2. Strategic cross-institutional approach.
3. Senior management involvement
4. Share Toolkits etc.
5. Holistic training opportunities
6. Collaboration from national organisations
7. Open educational and research resources
8. Develop requirements and specs for commercial systems
9. Partnership working
10. Sharing existing good practice

52. JISC Digital Capabilities Framework
https://www.jisc.ac.uk/rd/projects/building-digital-capability

53. Further reading
• 2014 Digital Survey Findings Report
http://www.ucisa.ac.uk/~/media/Files/publications/surveys/Digital_Capabilities_su
rvey_report_2014.ashx
• Case Studies Report
http://www.ucisa.ac.uk/bestpractice/surveys/digcap.aspx
• JISC digital capabilities framework
https://www.jisc.ac.uk/rd/projects/building-digital-capability
• UCISA Social Media ToolKit
http://www.ucisa.ac.uk/socialmedia

54. Upcoming events
• Spotlight on Digital Capabilities Conference 25th and 26th May 2016
http://www.ucisa.ac.uk/groups/dsdg/Events/2016/digcaps.aspx
• Webinar in April – Digital Capabilities Survey, how was it for you?
http://www.ucisa.ac.uk/

55. Anyone attending the Spotlight
on Digital Capabilities 2
conference in Birmingham on
the 25th & 26th of May?
Have you got any good
practises or approaches
that you would like to
share with 60 min Tech
Talk?
Join in the talk!
1. 2.
Contact details
Lorraine Barclay
St George's University of London
e: lbarclay@sgul.ac.uk
Annette Webb
York St John University
E: a.webb@yorksj.ac.uk

56. • Groups is just a new experience
• There is a need for policies and guidance for
usage - Communications strategy?
• Tools can help staff develop 70:20:10
• Both formal and informal training works well
• Use a framework
• Recommendations include working together
and embedding

57. Our next
UCISA DC 60 min tech talk
Digital Capabilities Survey: How was it for you?
Hosted by Gillian Fielding
19th of April, 2016