Using SharePoint to improve productivity

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. 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. 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. 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. http://www.vermont-map.org/

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. Examples
 “Sandbox” (on-the-fly projects)
 Workshop presentation collaboration
 Photos
 Crisis management – Hurricane Irene, 2011
 Various other data management uses

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. 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

11. Teaching
 Collaboration – 2012 professional development
conference presentation
 Develop topic outline & assignments (Word)
 Create sections of presentation in PPT, upload & merge

13. 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

17. 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

18. http://www.vermont-map.org/

19. August 31, 2011. Waitsfield, Vt.
www.mansfieldheliflight.com

20. 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.”

21. 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

22. 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

24. 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

25. 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!

26. Cathy Yandow
Webmaster & Communications Professional
cathy.yandow@uvm.edu
802-656-0319
UVM Extension State Office
23 Mansfield Avenue
Burlington, VT 05401-3323