Microsoft SharePoint

Technology Solutions Inc.David GillespieArielle Harrell Jamaya JonesJohnny Louis

Isa Toledo

Overview• Compare and contrast• Why it would benefit CIS• Summary• References• Questions?

• Academic Administration• What is SharePoint?• Why use SharePoint?• The Capabilities• The SharePoint Wheel

o Communitieso Siteso Contento Searcho Insightso Composites

• The User Roles• Managing Permissions• Interviews

Academic Administration

• Well what is an administration and what does it do?o Administrations deal with employees (Professors,

teachers, and staff) and studentso Maintenance of official recordso Oversight of student life and activitieso Major selection and changeso Financial recordso Supervision and support of campus computerso Fundraisingo Research(Grants, contracts, institutional compliance with federal and

state)o Safety and security of people and propertyo Public Affairs

What is SharePoint?• SharePoint is a solution for:

o Document Managemento Collaborationo Sharing and Publishing informationo Enterprise Searcho Business Intelligenceo Business Process

• Electronic Forms• Workflow

o Platform for building collaboration solutions

• Groups working together to complete a project the best way possible …collectively

painting

Why use SharePoint? • Efficiency• Reduce Cost• Remove Bottlenecks• Organization• Optimize• Standardization

Capabilities• Manage Information

o Contacts listso Links listso Lists and spreadsheetso Custom lists

• Share Fileso Document librarieso Picture libraries

• Collaborateo Announcements listso Events listso Task listso Discussion boardso Surveyso Meeting Workspace siteso Document Workspace sites

• Customizeo Pageso Personal viewso Themeso Alerts

• Work with Office Applications

SharePoint Wheel• SharePoint as a fully

functional collaboration suite consists of these six topics that create a functional tool for administrations, businesses, and corporations.o Communitieso Siteso Contento Searcho Insightso Composites

Communities and Collaboration

• SharePoint is designed for

collaboration.

• Easily navigate through resources.

• Allows social tagging.

• Stay up-to-date with alerts and

news feeds.

• Work with peers whether offline or

online.

• Assessable through mobile apps.

Communities Share:

• Documents

• Spreadsheets

• Videos

• Presentations

• Agendas

• Audios

• Images

• Databases

• Assign task

SitesSites are an area associated with the SharePoint Wheel. Team Sites are Web sites created from a template and

designed forteam collaboration. They are hosted on the corporate network.• Create a Team Site

• Layout

• Add Content• Pages

• Upload Documents• Edit Documents• Delete and Restore Documents• Create a New Document Library• Allow Access to Your Site

• Assign roles to certain people.

Content• What you create!• User Centric

o Easy to create and findo Rapid creation of content

• Flexibility and Complianceo Records Managemento Managed Metadata(tracks information to keep updated)

• Similar to tagging(“#project1”)o Digital Asset Management

• Streaming media• Photos• Audio

Search• SharePoint has contained search capabilities since its

inception. In recent versions of the product, SharePoint Search has developed into a fully functional search engine.

• SharePoint Search provides the same information that would be returned if a major search engine were to be used.

• Functions• Search for content• Search for people• Search for business data

Insights• Microsoft SharePoint allows

interacting among different

Microsoft office tools.

• It provides an amazing

experience to the end users by

facilitating easy sharing of

contents and applications.

• SharePoint 2010 works best

with Microsoft Office 2010

applications and Internet

Explorer version 7 and higher.

Example of Insights Feature• Performance Point

Serviceso Enables you to create rich,

dynamic, and interactive dashboards.

• Excel Serviceso Enables users to load, calculate,

and display Excel 2010 workbooks on Microsoft Office SharePoint Server 2010.

• Visio Serviceso  Allows you to display data from

Visio within a Web Part so that users can access the data

Composite• Composites are SharePoint

applications that combines with business data.

• SharePoint composites provides out of the box tools and web parts.

• Composite model are often build very quickly.

• Why? Composite? - Business Solution

Roles• Administrator (Full control)

o User has full control permission to the site.o Knowledge of SQL language is required .

• Web Designer (Design and layout)o Create lists, document libraries, and customize pages on the website.

This user should have design permissions.o Knowledge of html, style sheet, xml, java script, etc is required.

• Contributor (Contribute)o Add content to existing document libraries and lists. User should have

contribute (read/write) permissions.

• Reader (Read)o User has read-only access to the website.

Managing Permissions• SharePoint has its own set of default permissions already

set for each of the various roles. • However, only the site administrator has the authority to

manage the users and permissions involved within the SharePoint site.

• Each SharePoint site has default permissions per groupo Guests have minimal rights

• Readerso Create their own sites but can not alter contributors o Can not create new lists or document libraries

• Web Designers o Have all rights of contributorso Modify site design o Add document lists and libraries

Administrators can set higher level preferences

Interviews• During the assessment period TSI interviewed six

people including deans, professors, students.• Those interviewed were:

o Dr. Jason Black

o Dr. Verian Thomas

o Mrs. House

o Darron Biles

o David Blake

Dr. Verian ThomasDean of Graduate Studies

• Dr. Verian Thomas was short staff almost a year ago, and needed a helping hand. o They were having troubles managing, transporting, and keeping up

with all the Graduate students application.

• So Dr. Verian wrote up a proposal about how SharePoint would benefit her department, and sent it to EIT for approval.

• Once approved, she coordinated with Mrs. House, her assistant, to manage the applications in SharePoint.

Mrs. Michaela HouseCoordinator of Graduate Admission

Florida Agricultural & Mechanical Alumni

• Receives graduate applications,o scams them and uploads them to SharePoint.

• Organizes themo by the department, and year that the applicants applies.

• Once uploadedo that department has access to those documents for processing.

Mrs. House Questions1. How was your initial experience with The SharePoint Server?

EASY

2. What type of training did you have to go through, and how was that provided?

NOT MUCH, SHEEMA HELPED HER A LITTLE BIT THEN THE REST WAS SELF EXPLAINATORY.

3. What is your role on The SharePoint Server? Is it possible to have multiple roles?

SHE IS THE ADMINISTRATOR OVER ALL THE GRADUATE APPLICATIONS, WHICH IS THE ONLY THING THEY USE IT FOR.

4. Since using SharePoint, has it made your job easier?

YES, DOCUMENTS DON’T GET LOST, AND THEY ARE ALL IN THE SAME PLACE.

5. What are your likes and dislikes about SharePoint?

• LIKE THAT IT IS VERY BENEFICIAL WITH TRANSMITTING THE GRADUATE APPLICATIONS TO THE DEPARTMENTS.

• DISLIKE IS SOMETHING IS DOWN.

6. How do you use SharePoint in an administrative way?

• GIVES DEPARTMENTS ACCESS TO BE A CONTRIBUTOR IN CASE THEY EVERY NEED TO ADD SOMETHING.

Dr. Jason BlackAssistant Professor, CIS

• Dr. Black was excited at the idea that SharePoint could be brought to the CIS department

• He expressed how he could still conduct his classes online through SharePoint instead of canceling class.

• SharePoint Proso Mentoringo Tutoringo Webinarso Online Class Worko Virtual Collaborationo Developmento Online Meetingso (Not) Blackboard

• Conso None(as long is the internet

stays running)

Darron BilesInformation Technology

•  Uses SharePoint Everyday o JPMorgan, Technical Analyst

• First Experience was with JPMorgan as an Intern.• Before using SharePoint to house his information it was either saved to his Desktop at

his internship or already on the SharePoint site.• SharePoint has made his job easier, but it can be tricky at sometimes because its all

web based and it acts and looks a website.• He had no likes or dislikes, his only suggestion would be that if Microsoft creates a

newer version he would want all previous versions to be incorporated to get the full the software and it functionality.

• He has only worked with the 2007 and 2010 version. They haven’t upgraded the 2013 version yet.

• It would make things easier to use for CIS faculty as well as the students. A lot of files would and could be stored there.

• There are a few technical aspects that I'm not sure will work at the moment like syncing the Unix servers with the SharePoint Servers. However there are a lot of efficiencies around having the SharePoint in within CIS like printing documents as needed. Posting information for students (job offers, internships, etc,.) just to name a few.

David BlakeComputer Science

4. Who long did it take you to become proficient with SharePoint?This might be share points strong point. It only took about two weeks to become proficient with share point. It is a tool that is simple enough that you can become proficient in a short amount of time. 5. How can the CIS administration benefit from using SharePoint? The CIS administration would be able to create workflows, forms, and communicate with students without having to physically be there. For instance, there could be an online calendar for advisement. Also forms that need to be filled out for school could be auto populated and passed from one administrator to the next receiving the approvals necessary without a student having to carry forms all over campus.

6. If not SharePoint, what other software would you prefer to use? I prefer a software made by Atlassian called confluence.

1. Do you prefer using SharePoint over similar software?I do not prefer share point over other online collaboration tools. 2. What was your first experience with SharePoint?My first experience with share point was in the summer of 2009. I was an intern at Lockheed Martin. Lockheed Martin used share point for almost everything, HR forms, and Group calendars and team information was also housed on share point.

3. What do you dislike about SharePoint? Some features of share point are not integrated together. An example is a calendar in exchange can not be integrated with a Calendar in share point. Other things that I don't like about share point are the lost of creative control with HTML5, CSS, and jquery. It becomes challenging to implement code without using Microsoft a associated share point designer software.

Compare and Contrast

SharePoint Google Drive

Lets users check-in/check-out

documents and prevent them from editing them at the

same time.

Recommended for organizations that

have many computer users who needs many

resources.

Tight integration of Documents, Tasks, and

Calendars with the Microsoft Office Suite

More complex

Has limited permission management, allowing you to only define who can view content and who can edit

content on each site.

Google Docs will likely cost substantially less to

implement than SharePoint.

Recommended for quick task such as an Ad-hoc

project.

Less complex

Used for Document Management

Efficient for Collaboration

Includes chat that allows users to have real time

conversations while working on a project

Why it would benefit CIS

• Currently FAMU uses BLACKBOARDo Which is an effective tool…

• What SharePoint will bring to CIS is…o Virtual Collaboration between professors and between studentso Document Developmento Out-of-class assignments and web hosted classeso Webinars o Online Class Worko Facebook Collaboration*o Mentoringo Online Tutoringo A Supplement to class work and Blackboard

Summary• What we discussed:

o What SharePoint is and how it works

o Capabilities

o SharePoint Wheel

o User Roles and management of permissions

o Compare and contrast

o Personal interviews

o Why it would benefit CIS

References• http://download.microsoft.com/download/d/8/c/d8c

39d0d-724a-40fb-9855d4fba7ed7848/SharePointTeamSites_GS_E.ppt

• http://office.microsoft.com/en-us/technet/introducing-the-features-of-a-sharepoint-site-HA001142598.aspx

• http://technet.microsoft.com/en-us/sharepoint/ee518663.aspx

• http://www.ozdox.com.au/Accounting%20DMS.htm• http

://www.whatsthepointofsharing.com/2009/11/02/wespcskserver-roles-logical-roles-and-basic-sharepoint-infrastructure/

• http://www.csharpcorner.com/uploadfile/Roji.Joy/sharepoint-roles-and-responsibilities/