Version 01-2012
**Please note that the instructions and screen shots in this guide were created using Windows XP and Microsoft
Office 2010. If you are using different versions, your screens may not look exactly the same as this guide but you
should be able to complete each task. If you have any trouble, please contact Michelle Bowman at
bowmanm8@unr.edu or submit an IT work order at https://footprints.unr.edu/.
Table of Contents
1.
2.
3.
4.
5.
6.
SharePoint Introduction and Log-In Instructions ............................................................... 2
Document Processing Introduction and Contacts .............................................................. 4
Important Note about UNSOM HR Documents .................................................................. 5
Submitting Documents Electronically ................................................................................. 6
Detailed Document List....................................................................................................... 7
How To Guides
a. How to Track Document Routing............................................................................ 9
i. Sorting and Filtering the Document List ................................................... 10
ii. Viewing Document Properties .................................................................. 11
b. How to View Document PDF without Routing Information (Simple View) .......... 12
c. How to Open Document List in Windows Explorer .............................................. 13
d. How to Set Alerts and Other Connections ............................................................ 14
i. Connecting with Microsoft Outlook ......................................................... 14
ii. Setting Alerts ............................................................................................. 15
iii. Exporting to Microsoft Excel ..................................................................... 15
7. UNR SharePoint Settings ....................................................................................... Appendix
**Using these settings will lessen the frequency that you must enter your user name and
password when logging into SharePoint from your on campus computer. Highly recommended!
8. DHS-UNSOM Signature Request Sheet .................................................................. Appendix
**This sheet is required whether your document is submitted physically or electronically. It is
essential for us to know where to route the document after approval and who to contact if
there are questions during the approval process. Thank you for your cooperation!
Updated 1/2012
1
THE BASICS
There is a need for a secure virtual space that departments or units can use to conduct meetings, share information, and
coordinate actions. These sites hosted on the UNR SharePoint server can accommodate all of these needs and more.
Minimal user training is necessary and the site itself makes use of your existing UNR netID\UNSOM MedID username for
access.
WHERE IS THE SERVICE AND HOW IS IT ACCESSED?
The main portal is located at https://portal.unr.edu/sites/dhs. Clicking on the link will bring up a login dialogue. When
prompted, please observe the following convention:
UNSOM Username: MEDICINE\<medID username>
UNR Username: UNR\<netID username>
Password: <netID or medID password>
Firefox authentication screen (above)
Internet Explorer authentication screens (below)
N.B. – failure to include the UNR\ element of your username will lead to logon failure. If you have questions about the
logon process please call 682-5000 for assistance. For members of the Medicine domain, please substitute MEDICINE\ for
UNR\
Updated 1/2012
2
WHAT CAN BE DONE WITH A SHAREPOINT PAGE?
Nearly all aspects of the knowledge work that University Faculty and Staff engage in can be enhanced or organized in many
ways using SharePoint services. Shared documents, announcements, contacts, calendars, and to-do lists can be presented
over web pages, linked to computer desktops, or delivered through new channels built into Outlook 2007. The overall goal
with most SharePoint pages is focused collaboration and communication, but the methods can be tailored to your
departments’ specific needs.
SHAREPOINT SITE STRUCTURE
UNR SharePoint Server
https://portal.unr.edu
UNSOM
DHS
https://portal.unr.edu/sites/unsom
https://portal.unr.edu/sites/dhs
Document Tracking
Inventory Portal
https://portal.unr.edu/sites/unsom
/admin/inventory/
https://portal.unr.edu/sites/dhs
Leave Records
https://portal.unr.edu/sites/dhs
/leave
Updated 1/2012
3
AS PROMISED, SHAREPOINT IS READY FOR YOUR ACCESS!
Approved documents will be hand carried to the appropriate department once they are signed unless
it is noted “return to department,” which will be delivered to your department mailbox, or put in
campus mail. Mailboxes have been assigned in the Savitt Medical Building, mailroom #40 for division
departments who choose to drop off and pick up their documents.
Documents can also be delivered via campus mail to the VP/Dean’s office at MS/0332 or Budget &
Finance MS/0346, or hand delivered directly to the VP/Dean or Budget Office located in the
Pennington Medical Building reception desk or to PMB 241. SOM timesheets are to be picked up and
delivered to the same location. Please contact Teresa or Jessica if you have questions regarding this
process.
HR Documents such as new hire packets, evaluations, FMLA documents are to be marked
“CONFIDENTAL.”
OSPA-2 budget revisions are sent directly to ospadmin@unr.edu
CONTACT INFORMATION:
Web Page
http://www.medicine.nevada.edu/budget
Budget EMAIL
vphsbudget@medicine.nevada.edu
Budget RNO FAX
775 327 2396
Alicia Richardson
775 682 5205
MS 0346
Cassie Potts
775 784 6317
MS 0346
Heather Damonte
775 784 6001
MS 0332/MS 0136
Marsha Naccarato
775 682 7345
MS 0332/MS 0136
Michelle Bowman (e-mail preferred)
775 682 7497 bowmanm8@unr.edu
MS 0332/MS 0136
Teresa Larson
775 784 1820
MS 0346
Valerie Pedroza
775 784 6212
MS 0346
Jessica Younger (e-mail preferred)
775 682 7493 jyounger@unr.edu
MS 0332/MS 0136
Updated 1/2012
4
Please take note of the following information regarding personnel documents for UNSOM employees.
The following documents come directly to UNSOM HR (PMB 234 or MS/0440) and do not need to be
submitted to VPHS/Dean’s Office or UNSOM Budget Office:
UNSOM Classified Employee Appraisal
UNSOM Classified Work Performance Standards
UNSOM Classified Certification List
Any UNSOM Leave Records (leave requests still go to Marsha for VP signature)
Any UNSOM Verification of Employment
Any UNSOM FMLA
UNSOM Grant in Aid
UNSOM Faculty Contracts/Offer Letters
(Please do not stamp or write anything on the faculty contracts)
UNSOM Faculty Evaluations
UNSOM Faculty PDQ (Position Description Questionnaire)
UNSOM Faculty Resignation Memo’s
UNSOM Memo’s Requiring HR Processing.
UNSOM HR does not get Student or Grad Assistant documents.
Please contact Michelle Blodgett 784-7766 if you have questions regarding this list.
Updated 1/2012
5
The following document types can be submitted via e-mail with a completed routing sheet attached.
Routing sheet available here: http://www.medicine.nevada.edu/budget/
Budget Revision (State & Self-Supporting Budget Revision)*
JV (Journal Voucher)
TV (Transfer Voucher)
PR45 (Request for Change of Payroll Charge - Journal Voucher)
Cost Transfer (Cost Transfer Defined)
**OSP3 (Administrative Costs Justification, direct cost request for items not normally allowed
on grant)
**OSP6 (Sponsored Project Cost Transfer Justification, should include PR45 or JV with
submission)
Hosting Forms (coming from Las Vegas/Elko and off campus Reno locations only)
These used to be sent to Cassie at cpotts@medicine.nevada.edu but please begin sending to
VPHSbudget@medicine.nevada.edu
*This does not refer to OSPA Budget Revisions (OSP2) which are to be submitted directly to OSPA at
ospadmin@unr.edu.
**When submitted separately from OSP1 Proposal packet. If submitting with packet, please submit
hard copy only and do not separate from the Proposal.
Email: VPHSbudget@medicine.nevada.edu
Please do not send documents to personal e-mails for budget and finance personnel.
Updated 1/2012
6
Doc Type
Abbreviation
ALC RQST
AWD RQST
CK
COST TFR
GS
HOST
IC
IPO
JV
MOVE RQST
OSP3
OSP6
PCARD REM
PCARD STMT
PO/BPO
PR45
PV (RFP)
RX
SCH RQST
TABLE RQST
TE
TP
TV
ACCT MOD
ADMIN ACCT
AGRMT
CK RQST
CONTRACT
CRS APP
CRS CHG
CRS FEE
EMERI REC
EMP APPR
EMP CERT
EMP REQ
EMP WPS
Updated 1/2012
Doc Type Full Name
Request for Alcoholic Beverage Service
Award Request
Check
Cost Transfer Defined
Guest Speaker Payment Request Form
Hosting Expense Documentation and Approval
Independent Contractor/Independent Service Provider Agreement
Internal Purchase Order
Journal Voucher
Request for Moving Expense Reimbursement
Administrative Costs Justification
(direct cost request for items not normally allowed on grant)
*when submitted separately from OSPA Proposal
Sponsored Project Cost Transfer Justification Form
(should include PR45 or JV with submission)
*when submitted separately from OSPA Proposal
P-Card Reminder Notice
P-Card Statement of Account
Purchase Order/Blanket Purchase Order
Request for Change of Payroll Charge - Journal Voucher
Request for Payment
Purchase Requisition Worksheet
Scholarship/Fellowship Request
Table Purchase Request Form
Travel Request
Travel Claim
Transfer Voucher
Request to Establish/Modify Account
Application for Administrative Account (IT)
Agency Agreement/Interlocal Agreement
Special Check Request/Hand Check Request/Payroll Check Request
Contracts between University entity and outside entity
Academic Credit Course Approval Form (Extended Studies)
UCCC New or Changed Course Proposal Form
Special Course Fee Request
Recommendation for Emeritus Appointment
BCN Employee Appraisal and Development Report
BCN Classified Certification List
BCN Employment Requisition
Employee Work Performance Standards
Routing
Responsibility
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Alicia Richardson
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
7
Doc Type
Abbreviation
EQUIP
EVAL
FIELD AG
GIA
GRAD GIA
KEY RQST
LETTER
LOA RQST
MEMO
MOU
NPD19
OFFER LETTER
Doc Type Full Name
OSP1
OSP11
Equipment Loan Agreement
Academic/Administrative Faculty Evaluation
Field Experience Agreement
Request for Grants-in-Aid (faculty or classified)
Graduate Assistantship GIA(grant in aid)/Insurance
Key Request OR Card Request (may include IPO)
Letter
Request to Fill/Renew/Change a Letter of Appointment
Memorandum
Memorandum of Understanding
State of Nevada Position Description Questionnaire NPD-19 (PDQ)
Offer Letter/Contract (new hires)
Proposal Transmittal Form/OSPA Proposal
(this packet may include other OSPA forms, such as OSP3 or OSP6, please do
not separate)
University of Nevada, Reno Cost Share Form
OSP2
OSP22
OSP30
OSP4
OSP5
PAF
PAF/TERMS
PCARD APP
PDQ
SEC AGMT
SIG AUTH
TEMP REQ
TERMS
Budget Revision
Budget Setup, Memo Account, Increase or Decrease in Sponsor Support
Export Control Evaluation for Foreign Workers
Request for Sponsored Projects Memo Account
Additional Account Set-Up, Change of Co-Investigator
PAF only (no terms)
PAF and Terms
Purchasing Card Individual Cardholder Form
Administrative Faculty Position Description Questionnaire
Security Agreement (PeopleSoft or iNtegrate)
Memorandum to Designate Signature Authority (temp or permanent)
BCN Request for Temporary Position
Terms/Contract (no PAF)
Updated 1/2012
Routing
Responsibility
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Directly to OSPA at
ospadmin@unr.edu
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
Heather Damonte
8
HOW TO TRACK DOCUMENT ROUTING
We will primarily be using SharePoint to track documents that are submitted for processing and signature. You will be able
to access your department’s documents and see when they are logged in and logged out, as well as where they are routed
to.
Once you log in as described above, you will see a home page similar to the following. Please note that you will only see
your department’s folders (typically only one folder). If you click on your department folder directly from this home page,
you will not see routing information for your documents.
To access routing information, click the ‘VPHS Administration’ link at the far left of the page (red arrow below).
Once you click the ‘VPHS Administration’
link, you will see your department folder
and can access your documents AND their
routing information (red arrow right).
Updated 1/2012
9
Once you enter your department folder, you will see a screen that shows a PDF link to each document that has been
uploaded as well as its routing information. From left to right, the columns include:
PDF Link - Click to see the scanned PDF of your document (you will not see the actual document until it is logged out)
Created By - Person who uploaded the document
Name - Document name
Doc Type - Document type
VPHS Doc Status - Pending/Completed/Voided
Date Received - Date logged in by VPHS/Dean or Budget Office staff
Date Received from Las Vegas - If applicable
Final Date Routed from VP/Budget - Date document routed to its final destination after signature/approval
Final Routing To - Where document was routed to
Final Routing By - Person responsible for routing
SORTING AND FILTERING THE DOCUMENT LIST
Columns may be sorted, just like in Excel or Access, by clicking on the column
header. In the example to the left the Doc Type column is selected using the
small highlighted arrow. You can sort alphabetically, or by selecting an individual
entry type. You can add multiple sorts (referred to as Filters) by selecting as
many columns as you like. For example you could filter all ACCT MOD document
types with a VPHS Doc Status of Pending due tomorrow. To remove your filters
just click on the column that has a filter and choose ‘Clear Filter’.
You will also notice
additional columns if you
scroll further to the right
(see image to the right). These are for instances where the document submitted needs additional routing before being
approved/signed in the VP/Dean or Budget Office. For example, if a document needs to be routed through the Provost’s
Office and then returned to the VP for signature, the additional columns would be used to track the extra routing step.
Columns further to the right display routing due dates, which send automatic alerts to our SharePoint admins if a document
is marked as ‘Pending’ for more than 10 days.
Updated 1/2012
10
VIEWING DOCUMENT PROPERTIES
To quickly view one document’s routing
information without having to scroll across
each column in your browser, you can pull up a
summary of the routing information of the
document (the document’s Properties).
Hover over the document name so that you
see the yellow sidebar with a small arrow
appear (see image right). Click the yellow
sidebar and choose ‘View Properties’ (this
should be the first/top option in the drop
down menu).
This will pull up an easy
to read listing of the
document routing
information (see image
right).
Updated 1/2012
11
HOW TO VIEW DOCUMENT PDF WITHOUT ROUTING INFORMATION (SIMPLE VIEW)
If you would like to simply find
a document PDF to
download/view/print, and do
not need to view all of the
routing information, follow
these steps:
1 - Choose your department
folder directly from the home
page (see image right)
*Note that your view will only
include department folders
that you have access to and will
not show all folders as you see
in the image
2 - Find the document needed
(they are sorted alphabetically)
and click on the red and white
PDF icon to the left of the
document name. (see image
right) This will open the PDF of
the scanned document.
Updated 1/2012
12
HOW TO OPEN DOCUMENT LIST IN WINDOWS EXPLORER
To open a Windows Explorer window containing all
of your department’s document PDF files, select
Actions>Open with Windows Explorer.
This view is helpful if you need to quickly find a
PDF by name and e-mail, print or save it to
your computer. You cannot see routing data
with this function, but can sort by ‘Date
Modified’ to put the most recently logged
documents at the top of the list.
Select View on the top toolbar then select
Details. You will now see a Date Modified
column in the explorer window (will be the
column furthest to the right). To sort by Date
Modified, click on the column title.
Updated 1/2012
13
HOW TO SET ALERTS AND OTHER CONNECTIONS
You may want to allow SharePoint to alert you or update you by sending
messages to your Outlook client, or you may want to have a look at the
columns of information using Excel, and using the features under the
‘Actions’ tab of your Routing Logs is the way to do this.
CONNECTING TO OUTLOOK
1.) Choose Actions – Connect to Outlook
2.) Click ‘Allow’ when the Internet Explorer popup asks you for
permission
3.) Outlook will also ask you for permission. Click ‘Yes’ when the Outlook popup window asks if you’d like to connect.
4.) At the bottom of your email
folders lists you will see a new
entry for ‘SharePoint Lists’, and
under that folder list you will see
an entry for ‘Division of Health
Sciences-VPHS Administration.
New documents are flagged just
as new email would be.
5.) You can open the SharePoint library directly by rightclicking on the folder and choosing ‘Open in Web Browser’.
Updated 1/2012
14
SETTING AN ALERT
1.) Using the same Actions
tab, choose ‘Alert Me’.
2.) Give the alert a name that
is descriptive. You can
name the alert after you
have chosen the specific
settings for the alert.
3.) Choose the Change Type to
control when an alert is
sent.
4.) Choose the Send Alerts for
these Changes setting to
change the conditions that
will trigger an alert.
5.) Choose when to send an
alert, either immediately,
daily, or weekly.
6.) Perhaps rename your alert
to reflect the types and
times you have selected,
for example, VPHS
Administration Immediate
Alert.
7.) Click OK and you will
receive an email
confirmation that you have
created a new alert.
EXPORTING TO MICROSOFT EXCEL
This option allows you to open a read-only copy of the current set of data in the columns of your Routing Logs. When you
select Actions – Export to Spreadsheet a .iqy file is downloaded to your computer.
Open the file and have a look at the layout. Note that there is a ‘Refresh’ button in
the ribbon of your Excel workbook. If you save this workbook and open it at a later
time it will automatically refresh the information in the workbook. This is a fast,
simple way to view the data in SharePoint without having to directly open a web
browser.
QUESTIONS AND ASSISTANCE
Those are the basics of our SharePoint document tracking system. Please do not hesitate to contact us with any questions
or concerns; your feedback is always welcome! Please e-mail Michelle Bowman at bowmanm8@unr.edu if you have any
trouble logging in or navigating the site. For specific document tracking questions, please call or e-mail Heather, Marsha or
Cassie (contact information on page 4).
Thank you for your patience as we transition to efficient, accurate document tracking with SharePoint!
Updated 1/2012
15
UNR SHAREPOINT SETTINGS
WINDOWS 7 INSTRUCTIONS IN SIX STEPS PLUS SEVEN
For ease of logon, please use Internet Explorer 8. Some of your settings may already be the same as the
settings suggested here. In that case, please follow all six steps plus two for peace of mind.
START : Open Internet Explorer and choose Tools – Internet Options
1
2
3
NEXT : Click on the Security tab and make sure the Local Intranet zone is selected.
NEXT : Add the Sharepoint site to your list of intranet sites by clicking Sites then clicking on the
advanced button.
4
5
FINALLY : Add the sharepoint site address (https://portal.unr.edu) to the intranet websites list
then choose Close, then OK on the previous dialog, then OK on the Internet options dialog.
6
You may be asked to close then reopen Internet Explorer at this time. This is perfectly natural.
Please do so before continuing with your work.
PLUS SEVEN – WINDOWS 7 REGISTRY SETTINGS
Windows 7 uses more powerful security systems than Windows XP, so there are new settings that need
to be changed to make SharePoint an integral part of your workspace. To change these settings you
need to edit the computer’s registry.
Add a registry key*
1.
2.
3.
4.
5.
6.
7.
Click Start, type regedit in the Start Search
box, and then press ENTER.
Locate and then click the following registry
subkey:
HKEY_LOCAL_MACHINE\SYSTEM\CurrentCont
rolSet\Services\WebClient\Parameters
On the Edit menu, point to New, and then click
Multi-String Value.
Type AuthForwardServerList, and then press
ENTER.
On the Edit menu, click Modify.
In the Value date box, type the URL of the
server https://portal.unr.edu, and then click OK.
Exit Registry Editor.
*if you are not comfortable editing the registry yourself please call 682-5000 for assistance. Mistakes
in registry editing can cause irrecoverable errors in your system, loss of data, and general computer
mayhem. Please do not hesitate to call if you are at all unsure.
JUST IN CASE
If you continue to get requests for your username and password after you have completed the six
steps plus seven and restarted your computer, please modify your Office 2007 trusted locations.
You can do this in four steps:
1.
Click the Microsoft Office Button
,
and then click Word Options.
2.
Click Trust Center,
3.
Click Trust Center Settings, and then
click Trusted Locations.
4.
Select the Allow trusted locations on my
network (not recommended) check box.
UNR SHAREPOINT SETTINGS
WINDOWS XP INSTRUCTIONS IN SIX STEPS
For ease of logon, please use Internet Explorer 8. Some of your settings may already be the same as the
settings suggested here. In that case, please follow all nine steps for peace of mind.
START : Open Internet Explorer and choose Tools – Internet Options
1
2
3
NEXT : Click on the Security tab and select the Local Intranet zone.
NEXT : Add the Sharepoint site to your list of intranet sites by clicking Sites then clicking on the
advanced button
4
5
FINALLY : Add the sharepoint site address (https://portal.unr.edu) to the intranet websites list
then choose Close, then OK on the previous dialog, then OK on the Internet options dialog.
6
You may be asked to close then reopen Internet Explorer at this time. This is perfectly natural.
Please do so before continuing with your work.
01/27/2012
DATE:_____________
RUSH
DUE DATE: _____________
Routing Log/Signature Request
DEPARTMENT:
CA (SCA)
GAP
CSAT (CASAT)
CRW
NURS
SPH (SCHS)
CPE
SW
UNSOM
*AHEC____
*ASA____
BCH
*BF____
BSR
CRX
DAR
EMED
*FCM____
GCO
GME
*HR____
HSC
*IM____
*MDD____
MICR
*MSA____
OBGY
OFAD
*OME____
OMR
PATH
PCB
*PED____
PHAR
*PSY____
SAVI
SHL
SHS
SPA
SURG
VPHS
Other
ROUTE TO:
Return to Dept
M/S_________
AP
Admissions &
Records
BCN Purchasing
Cashier
Controller
Security Apps
(MS 0322)
Facilities
HR (please specify)
BCN (classified)
Faculty / LOA
Grad
Student
UNSOM HR
OSPA
Payroll
PBA
P-Card
President
Provost
Purchasing
Travel
UNSOM-RNO
Budget Office
VPR
Other
____________
______________
*Please specify ELKO RNO or LV
Dept. Contact and Phone: _________________________
Document submitted for signature: (please include title or brief description of document AND
identifying information such as employee name, date, etc.)
_______
Additional comments or instructions:
_______
_______
Additional approval:
Initial Review____________________