SCCI Development Support Sharepoint new work initiation process
Contents
Reviewers: ............................................................................................................................................... 3
Approvals: ............................................................................................................................................... 3
Purpose: .................................................................................................................................................. 3
Inputs: ..................................................................................................................................................... 3
Outputs: .................................................................................................................................................. 4
Process: ................................................................................................................................................... 4
Creation of folders: ............................................................................................................................. 4
Creation of views ................................................................................................................................ 5
Creation of new workspace: ............................................................................................................... 5
Update Master Tracker: ...................................................................................................................... 8
Communication:.................................................................................................................................. 8
Process flow: ........................................................................................................................................... 9
Review:.................................................................................................................................................... 9
Reviewers:
This document must be reviewed by the following. Indicate any delegation for sign
off.
Name
Gill Foley
Jacky White
Signature
Title / Responsibility
SCCI Development
Support Lead
SCCI Development
Support Sharepoint
Coordinator
Date
Version
0.1
08/04/2014 0.1
Approvals:
This document requires the following approvals:
Name
Gwen Smith
Signature
Title
/ Date
Responsibility
Version
Head of
Service
Delivery
V1.0
Purpose:
The purpose of this document is to describe the steps required to initiate a new work
item on the SCCI Development support Sharepoint site.
The goal is to provide a new workspace page enabling collaboration and use, initially
by the Idea to Need (I2N) team on activation of a new work item.
Inputs:
This process will be triggered on notification of a new work item entering the SCCI
process; this would normally be in the form of a request from the I2N team but may
be as a result of a direct approach to development support. Before work is
undertaken the following information must be in place:
 The item must be present on the Master Tracker
 The item must have been allocated a SCCI reference number


The Master Tracker must include an initial description of the item to enable
the development support team to include this on the workspace
The existing ISB or SCCI reference number where the item is a change to an
existing Standard, Collection or Extraction. This can be obtained by liaising
with the publication manager
Outputs:
The following are outputs of the process:
 A new workspace where the item is a new Standard, Collection or Extraction
or one which has not previously been through the SCCI process; the
workspace will include a high level description as detailed in the Master
Tracker
 An updated description on any existing workspace where the item is a change
to an existing Standard, Collection or Extraction which has previously been
through the SCCI process
 An additional sub folder in each of the project libraries and Approved
documents area where the item is a change to an existing Standard,
Collection or Extraction and a workspace already exists
 An additional main folder in the project libraries and Approved Documents
area which corresponds to the SCCI reference number where the item is a
new Standard, Collection or Extraction
 An additional folder in the project plan area for the new item or amendment
 New Views against the following areas (The views should be created based
on an existing view and the name should correspond to the SCCI reference
number):
o Each of the project libraries
o Stakeholders list
o Project list

Process:
Creation of folders:
Create the folders or sub folders within the project libraries by navigating to each
library in turn and selecting new folder – create the folder name corresponding to the
SCCI reference number in the case of a new item or SCCI reference numbermmyy
in the case of a change to an existing standard. For a new standard create the folder
in the main library. For a change create the folder within the existing folder with that
SCCI reference e.g. create SCCI20000414 in the folder SCCI2000.
Create folders in the following libraries:
 Approved Documents
 I2N
 N2R
 Draft
 Full
 Review





IAAS
SCCISecretariat
Publish
DevSupport
Projectplans
Creation of views
Views should be created in the following lists / libraries:
 Stakeholders – navigate to stakeholders
(http://groups/SCCIDsupport/dashboard/Lists/Stakeholders/AllItems.aspx)
o Click on view drop down and select create view
o Scroll to ‘start from and existing view’ and select SCCI2000
o Enter view name as SCCI reference number
o Scroll to filter and amend the SCCI reference number to reflect the new
item you are creating a view for
o Click ok
Creation of new workspace:
i.
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v.
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Navigate to the workspace page store
(http://groups/SCCIDsupport/dashboard/pagestore/Forms/AllItems.aspx)
Click on ‘New’ and select web part page from the dropdown
A create new page screen will be displayed:
a. Enter the name as the allocated SCCI reference number ‘SCCInnnn’
b. Select Header, footer 3 columns from the options available in layout
c. Click on ‘create’
A new blank page will be displayed: from the top left of the page select page >
check out
In the Header section click on add a new web part - web part selection will
appear;
a. scroll down to the SCCI dashboard sub web parts
b. select ‘Header Name Stage
c. click on add
In the left column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard project library’
c. Click on add
In the left column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard project plans’
c. Click on add
In the middle column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard history’
c. Click on add
ix.
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In the middle column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard key contacts’
c. Click on add
In the middle column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard description’
c. Click on add
In the right column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard discussions’
c. Click on add
In the right column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard consultations’
c. Click on add
In the right column click on add a new web part – web part selection will
appear;
a. Scroll down to the lists and libraries sub web parts
b. Select ‘stakeholders’
c. Click on add
In the right column click on add a new web part – web part selection will
appear;
a. Scroll down to the SCCI dashboard sub web parts
b. Select ‘SCCI dashboard project plans’
c. Click on add
Edit the new header by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to SCCI reference
number ‘SCCInnnn’
b. Click on rich text editor – in window that opens add the standard name
and update idea if necessary.
c. Click ‘ok’ in window
d. Click ‘ok’ in editor
In left column edit project plans by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘project plans’
b. Amend width to restrict it to 200 pixels
c. Click on ‘ok’
d. Edit the template project plan link by selecting edit from dropdown
e. Amend title to project plan
f. Amend the link URL by changing template to SCCI reference number
SCCInnnn
g. Add an image URL by browsing and selecting the title graphic
h. Click ok
In left column edit project libraries by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘project libraries’
b. Amend width to restrict it to 200 pixels
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xxi.
c. Set the target audience:
i. Expand the Advanced options (click on ‘+’)
ii. Scroll to bottom of section ‘target audience’ and click on browse
option (little book)
iii. In dialogue box that opens select Sharepoint groups in find
option. (click on down arrow and select ‘Sharepoint Groups’)
iv. In search box enter ‘SCCI’ and press return
v. Select Members, owners and IAAS by holding ctrl button and
clicking on the entries in the search return.
vi. Click on Add (while selections are still highlighted; all three will
be added)
vii. Click ‘ok’ on dialogue box
d. Click on ‘ok’
e. Edit each library link in turn by changing title and link URL to
appropriate SCCI reference number e.g SCCI2000 – SCCI2001
In middle column edit description by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘Description’
b. Amend width to restrict it to 500 pixels
c. Click on rich text editor – in window that opens change the default text
to the description which is in the Master Tracker
d. Click on ‘ok’
In middle column edit key contacts by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘Key Contacts’
b. Amend width to restrict it to 500 pixels
c. Click on rich text editor – in window that opens remove the leading
spaces before SRO and Sponsor and the string of numbers. N.B. this
is a table – when updating click into the appropriate cell. Ensure that
the height of each cell remains consistent.
d. Click ‘ok’
In middle column edit History by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘History’
b. Amend width to restrict it to 500 pixels
c. Click on rich text editor – in window that opens remove the leading
spaces before Item submitted, Statement of need approved and
Requirements consultation commenced. Correct the typographical
errors in Statement of Need approved. N.B. this is a table – when
updating click into the appropriate cell. Ensure that the height of each
cell remains consistent.
d. Click ‘ok’
In right column edit project plans by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘Approved
Documents’
b. Amend width to restrict it to 240 pixels
c. Click on ‘ok’
d. Edit the template project plan link by selecting edit from dropdown
e. Amend title to SCCI reference number SCCInnnn
f. Amend the link URL to /SCCIDsupport/dashboard/Approved
Documents/SCCInnnn (SCCInnnn is the SCCI reference number)
g. Add an image URL by browsing and selecting the folder
h. Click ok
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In right column stakeholders by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance amend width to restrict it to 240
pixels
b. Change selected view to match the SCCI reference number
c. Change toolbar type to ‘no toolbar’
d. Click on ‘ok’
In right column edit Consultations by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘Consultations’
b. Amend width to restrict it to 240 pixels
c. Click on ‘ok’
d. Edit the consultation link by selecting edit from dropdown
e. Amend title to ‘View any consultations which may be taking place’
f. Amend the link URL to http://www.infostandards.org/consultations
(check box to open in new window)
g. Add an image URL by browsing and selecting the title graphic
h. Click ok
In right column edit Discussions by selecting edit > modify shared web part;
a. Scroll across to editor – in appearance update title to ‘Discussions’
b. Amend width to restrict it to 240 pixels
c. Click on ‘ok’
d. Edit the discussion link by selecting edit from dropdown
e. Amend title to ‘View any consultations which may be taking place’
f. Amend the link URL to
http://www.infostandards.org/community/forum/infostandards (check
box to open in new window)
g. Add an image URL by browsing and selecting the title graphic
h. Click ok
At the top left of the page select page > save and stop editing
Check the page in by clicking ‘ check in to share draft’
Update Master Tracker:
I.
II.
III.
Navigate to the Master tracker
http://groups/SCCIDsupport/dashboard/Lists/MasterTracker/defaultdash.aspx
Using left scroll button scroll to the correct entry based on title and select the
record by clicking
Select edit item
a. Enter SCCINumber
b. Update ‘more information’ link
i. Add URL
http://groups/SCCIDsupport/dashboard/pagestore/SCCIXXXX.a
spx (where XXXX is the SCCI reference number)
ii. In the description field add ‘INFORMATION’ (upper case)
c. Click OK
Communication:
Communication is in 2 stages:
a. Immediately – advise via e mail I2N, Development Support manager and
other participants that the workspace is created and ready for population.
b. After population of description by I2N team – advise publication team via e
mail
Process flow:
SCCI Workspace initiation
Submitting
Organisation
Strategic Objective Met: TBC
Update workspace
Request
/
Directive
Publication
Development
Support Manager
Development Support
Knowledge coordinator
I2N
Request / Directive
activated
Notify Development
Support
Email to
SCCIDSupport
Allocate SCI
Name and
reference number
Create Sharepoint
Folders
Create Sharepoint
views
Create Sharepoint
workspace
Create workspace
link in master
tracker
Communication
Communication
Email to
I2N,publication and
known stakeholders
Email to publication
Update workspace
Publish link to
workspace
Review:
This process will be reviewed annually and in the event of change to policy or other
processes which impact it.