A simple guide to SharePoint
General information about the project for briefing
colleagues
Introduction to the project
Information Services is project-managing the University of Brighton’s move to
SharePoint. The team is already in discussion with a number of departments about
what SharePoint could do for them.
These slides contain useful background information about the project. Perhaps your
school or department:
•
Is already working with Information Services, but would appreciate some
supporting information
•
Has been asked to get involved in some way (and want to read about the project
before you make enquiries)
•
Doesn’t need to work on it but still wants to understand what SharePoint ‘is’ and
‘is not’.
Whatever stage your school or department is at, the key aim of this
presentation is to ensure that your staff have a clear understanding about the
SharePoint project and their role in it.
This slide deck
Has two main sections:
1.
General information about the Sharepoint project
for guiding your school/department through what is
involved
2.
‘Getting started’ guide with detailed information
about each of the Sharepoint project phases.
Getting started with SharePoint
Detailed information about the key project phases for
briefing colleagues
About this guide
This section of the slide deck is split into three separate parts with
detailed information for each.
My site
(Contact information, file and storage space)
My department
(Information for your school/department)
staffcentral
(Information for all staff)
Only you can access
information stored here
Teams in the department can access
information stored here for sharing
within and outside the department
Intranet for all university staff. This is
also your ‘shop window’ to communicate
about your department/school
My site – What you need to do
Guidance for your school/department
A quick recap on SharePoint…
SharePoint personal file storage, department work and file-sharing
space and the university intranet (staffcentral).
My site
(Contact information, file and storage space)
My department
(Information for your school/department)
staffcentral
(Information for all staff)
Only you can access
information stored here
Teams in the department can access
information stored here for sharing
within and outside the department
Intranet for all university staff. This is
also your ‘shop window’ to communicate
about your department/school
My Site – features available for you
•
Profile – with your contact information and photo, if
you choose to have one
•
Personal file storage – secure and online file storage
for you- up to 5 GB
•
Access anywhere – get to your files when working
from home, remotely or on your smartphone or tablet
(using the Shareplus application)
•
This is your space – Only you have access to your
personal storage space, but please ensure you use it
for university work, in line with the IS Using
information systems policy.
My Site – Homepage
My Profile - Personal
profile page with your
contact details.
My Files – Personal file
storage space
Using your My Site space
•
Adding files – Everyone can add files to My Site
using their web browser.
•
Windows users have a Desktop shortcut to My Files
•
MAC users can use the Shareplus App to add files
and folders
•
Remote access – You can always get access to My
Site and My Files. These are available on and off
campus, or via the web with your university login user
ID and password.
•
Saves you having to store files on your desktop,
local drives and USB disks, which are less secure.
For help and support
•
Visit the SharePoint project site – My Site guide on
staffcentral.
•
Contact the SharePoint project team:
sharepoint@brighton.ac.uk
My department – What you need to do
Guidance for your school/department
A quick recap on SharePoint…
SharePoint personal file storage, department work and file-sharing
space and the university intranet (staffcentral).
My site
(Contact information, file and storage space)
My department
(Information for your school/department)
Staffcentral
(Information for all staff)
Only you can access
information stored here
Teams in the department can access
information stored here for sharing
within and outside the department
Intranet for all university staff. This is
also your ‘shop window’ to communicate
about your department/school
My Department – in a nutshell
My Department is a workspace area on SharePoint for
your department or school to:
•
Manage electronic file storage within your
department – it replaces Department Documents, not
personal file storage
•
Share information/updates within the department–
using news and alerts; work planning and project
management
•
Share work with and information across other
departments and schools
My Department – Homepage
This is what you see when you first start with your SharePoint My Department site.
My Department features
Document
library
Links
A place to store
useful links
Calendar
Planning
Storage
Storage for your
documents
Task list
Shared calendar
for planning or
staffing
Announcements
A place for posting
news and updates
Task list for project
planning
Team
discussion
A discussion board
to ask questions or
topics of interest
Sharing
My Department – Design options
This page gives you an idea of routes to go down based on your requirements.
We suggest that faculty/department heads agree overarching approach.
Large department with
different functions and
complex filing needs
Consider creating a set of
separate sites for each
function.
Setup a group of
administrators to manage
your department content.
Create a clear file plan for
your information.
Setup project planning tools
such as calendars or task
lists to support projects.
Department works
collectively with a wide
range of other
departments/stakeholders
Have a home site for your
department and project
spaces for work with other
departments/external
partners.
Consider using calendar and
news tools to share
information across the team
and get a clear idea of who
is working on what where.
Small team working on
focused projects
Go for a simple site
structure in line with the
template.
Calendars and project
planning/management tools
may be useful to keep.
My Department – Preparing for the
move
We are here to help you take this forward and you can contact
the SharePoint team for advice. We would recommend
identifying a Project lead person with good organisation/
planning skills. The tasks they will need to consider include:
Task
Action
Planning for moving
electronic file storage
to My Department
•
•
Getting support for
the move
•
Contact Information Services –
SharePoint team
Moving to the new
system
•
•
Organising/planning the move over
Getting IS support with the technology
•
What you have now
What you need to move/keep or delete
(less is more)
Create a file plan/structure
Steps to follow for your move to My Department
The following series of slides is a step-by-step
guide on moving to My Department.
Review
Plan and
Prepare
Develop
Launch
Review
1. Review
Before starting it will help for your department/school to:
•
Look closely at how you work – are teams desk
based or mobile; what systems do you use; etc.
•
Determine what your file storage needs are
•
Secure storage – for confidential documents/files
•
What stays/what goes – think about what you need
to move to the system, leave old information, delete
what is no longer needed
•
Explore what tools/features (e.g. calendar, task list)
would be useful
•
Find about the project and read through guidance and
planning resources for SharePoint – My Department
2. Plan and prepare
•
Contact Information Services (IS) to talk through
your move, specific requirements and training needs
•
Plan the site structure for your department – focus
on the document/file storage first, then look at other
tools
•
File naming conventions are important – i.e. no
ampersands in filenames, keep filenames concise,
dates/version numbers not required (automated
version history can be provided on SharePoint)
•
Decide who you need to work with in your
department to get the job done – e.g. clearing out any
unused files, following new file structure.
•
Flag any questions or issues with IS early on.
Plan and
Prepare
Develop
3. Develop
•
Design and build the site – IS will work with you to
build your site and support your move of files stored
on Department Documents.
•
Decide permissions for department/school staff:
•
•
Editing/managing information
•
Adding files/folders
•
Visiting the site to see information only
Contact IS if you have any training needs
Launch
4. Launch
•
Carry out final testing and checking of the My
Department site
•
Make sure the document libraries are clearly
structured and that everyone in the department
knows where to save their information.
•
Not everything has to be ready for launch: You can
build and test new features in stages, with the support
of Information Services
•
Continually review and improve your My Department
site
For help and support
•
Visit the SharePoint project site on staffcentral at:
https://mydepartment.brighton.ac.uk/sharepoint/SitePa
ges/Home.aspx
•
Contact the SharePoint project team:
sharepoint@brighton.ac.uk
staffcentral (intranet)
Creating your ‘shop window’ for the rest of the
university
Guidance for your school/department
A quick recap on SharePoint…
SharePoint personal file storage, department work and file-sharing
space and the university intranet (staffcentral).
My site
(Contact information, file and storage space)
My department
(Information for your school/department)
staffcentral
(Information for all staff)
Only you can access
information stored here
Teams in the department can access
information stored here for sharing
within and outside the department
Intranet for all university staff. This is
also your ‘shop window’ to communicate
about your department/school
SharePoint will be the home of
staffcentral
Staffcentral is moving to SharePoint to create a new
intranet with:
•
Intranet shop-window for your
faculty/school/department to communicate – who
you are, what you do, policies/guidelines (as
applicable).
•
Intranet homepage – news, events, staff services
and more.
Faculties, schools and departments may have a
shop-window on staffcentral. With this there is an
obligation to provide and share information with the
university, as a whole, and ensure it is kept up-todate.
Information architecture – Structuring
information on staffcentral
We are working to create a clear structure for
information shared on staffcentral to:
•
•
•
Make it easier to find and get to information
•
Ensure consistency in how information is shared
within the university
Improve communication across the university
Enhance the design and function, opening up spaces
for staff to interact
We expect staff to follow our key aim of ensuring
that faculties, schools and departments share
information across the university.
Development schedule for staffcentral
And beyond…
Phase 2
Launch
•New Homepage
•News and events
•Uni info announcements
•For sale board – to buy and
sell goods and services.
•Online services – My View,
Estates system, etc.
•Search, FAQ and support
•Phonebook
•Central Services – Human
Resources, Information
Services, Marketing &
Communications and Registry.
•Further Central Service moves
to staffcentral
•Faculties and Schools move to
staffcentral
staffcentral sites for launch
Homepage
University
information
Key university-wide
information about:
•
Committees
•
Key projects
•
Organisation
structure
•
Working here
Central Services
Faculties and
Schools
Space for each
department to provide
and share information
within the university.
Space for each faculty
and school to provide
and share information
within the university
Information architecture for Human Resources
This diagram
is a mock-up
showing how
information
will be
structured on
the Human
Resources
site area on
staffcentral.
Managing information on staffcentral
Staffcentral is a resource for the university and everyone
has a role to play in making sure it meets our needs.
The governance structure is being developed and will
include:
•
Staffcentral governance/project board – managing
the on-going development and approving any changes
to the intranet.
•
Staffcentral user feedback group – for feeding back
on staffcentral and suggesting any changes.
•
Editorial board – taking forward content suggestions
for publishing to the staffcentral homepage.
•
Department/school sites – Faculties, schools and
departments will be responsible for managing their
own content and sites, with support from IS and M&C.
For more information please contact the
SharePoint team at:
sharepoint@brighton.ac.uk