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SharePoint ImplementationJason McMillian Grant HallDepartment Kickoff Introduction The project team is rolling out SharePoint department byfg department Departments where SharePoint has been rolled out Reason for your participation in this meeting Handouts to be given at end of the meeting Copy of presentation with slide notes SharePoint brochure Project Information My Site Quick Reference

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Many companies have successfully implemented SharePoint

Many companies have successfully implemented SharePoint, such as Coca-Cola, Brasfield & Gorie, Jack Henry & Associates, HealthSouth, Bank of America, etc.2

including DrummondDrummond has also implemented SharePoint and is using it for the Compass intranet site, which is a central location for general information, Employee Discounts, Policies & Procedures, and HR & Benefits.3

How will you implement SharePoint within your team?Ask yourself the question, How will you implement SharePoint within your team? and how can your team use SharePoint to be more productive.4

SharePoint can be more complex than a File ServerSharePoint can be more complex than a file server and you can really think of SharePoint as the next, or natural, evolution of the file server. SharePoint is flexible, powerful, and empowers users to manage their information in ways a file server cannot. SharePoint is often referred to as a file server on steroids.

As you know, file servers can become disorganized. Your team can store the same information in multiple places on the file server with different names and use multiple layers of folders. You can create the same problems in SharePoint, but using SharePoint effectively can help minimize these issues.5

Using SharePoint can maximize productivityIn the last slide, we talked about SharePoint being more complex over using a file server; however, SharePoint can maximize productivity by allowing teams to better communicate and collaborate. It can help your team be better organized and your team be more informed.6

Follow these steps to make your move to SharePoint easierThere are several key steps that will ensure that your team makes an easy transition to SharePoint, which include your team getting organized, understanding SharePoint, and your team transitioning to SharePoint. In the end, SharePoint will be a valuable resource for your team as you become more productive in your work.7

Step 1The Team gets organizedStep 2Understanding SharePointStep 3The team transitions to SharePoint8

Step 1The Team gets organizedThe first step is for your team to get organized and prepared for the move to SharePoint. Because SharePoint is a well structured environment, your team will need to consider the type of information you will be moving and its relevance.

The first step is very important to ensure that all files that are moved to SharePoint are files that are important to the team and are not files that are out of date.

Note: As all files are backed up, teams should delete any files that are no longer important or are out of date.

If there are certain files that you have a question about, please contact the project team.9

What information exists on the file server?123Your team should ask themselves, What information exists on the file server?. As we surveyed the folders on the server, there are many files that are very old or will not transition to SharePoint. SharePoint is a collaborative environment and is not meant to be a file storage location.

The team should survey information stored in any team locations or personal location to determine the importance of the files located there.10

Are there any past employee folders?123As your team surveys the information located on the file server, they should be aware of any files or folders that were owned by users who are no longer with the company or who have moved to other areas of the company. These files or folders should be analyzed to determine if there is any information that is still valuable to the team.11

Are there any old project folders?123The team should analyze the file server to determine if there are any old project folders that can be archived or deleted. The team should consider retaining certain documents and burning the project files to a CD or USB flash drive for future reference.12

If you dont know leave it!123The team should be aware that there will be some files or folders that will not have a clear owner. There are many situations where past employees may have stored files on the file server and current employees may not recognize the file or folders. If any team encounters this type of situation, the team should leave the files or folders in its location and the project team will work to have ownership assigned to them. Before the files are removed, the project team will meet with each team manager to ensure that no one takes ownership of the file.

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123Make a decisionOnce the team has went through the process of determining what information is located on the file server, the team should be prepared to make a decision on whether to keep the file or let it be moved to SharePoint.The team manager should be involved in any decision making to delete files to ensure that there are no files that should be retained.

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Do we need to keep this?The team should consider all the information that has been surveyed and determine which of it should be kept and eventually moved to SharePoint.

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123Should we delete it?The team should also consider which information can be deleted and should delete the items from its location. Deleting old files helps clean up the current folders and helps clear the way for an organized and productive team going forward.

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123Move file/folder to staging folderOnce the team has analyzed the information on the file server and determine whether it should be kept or deleted, the team should begin the process of moving files to be kept to the staging folder assigned to the team. These folders will serve as a staging (holding) area for all files that have been claimed by the teams. If there are entire folders that the team would like to retain, the teams should copy folders as they are in their current location to ensure that security permissions are also copied over. If you have any concerns related to security of your folders to be copied to the staging area, please contact the project team.All teams have a deadline to complete the move of files to the staging folders. Please refer to the Project Information distributed during the SharePoint Site Kickoff meeting.Once the staging period is completed, the project team will work with the team managers to identify owners for any files that were not claimed. If there are no owners assigned after this, the files will be deleted.The listing of staging folders can be located on the Project Information sheet distributed during the SharePoint Site Kickoff meeting. Contact the project team if you need a copy of this document.

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123Rinse and RepeatAfter the team has completed the process of reviewing files on the file server and making a decision on whether to keep them, the team should complete this process again to ensure that all files are organized. During later stages of the project, it will be important for the team to have all files organized in order to make better decisions about how to store the files in SharePoint.This process of organization can continue until the team's move to SharePoint, which will be discussed with the team at the appropriate time.

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123What information exists in the staging folder?The team should once again consider the information that is stored in the staging folder, as the team did for the files stored on the file server. The team should continue to review the information to ensure that it is of value to the team and that it is not files that are out of date. If there is any question as to the relevance of a file or folder, the team manager should be consulted.

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123Make a decisionThe team should again make a decision on the files that are stored in the staging folder and determine if they should be kept or deleted. In order to make the best use of SharePoint, it is important for the teams to have their files well organized and ready for the move to SharePoint.

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123Organize the informationAs this process continues, the team should work to organize information into folders that help identify the type of information stored there. The team should consider new ways of grouping and naming files to make sure that all information is prepared for the move to SharePoint.

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Moving from a file server to SharePoint can be a tough task

123Step 2Understanding SharePoint21As you prepare for the move from the file server to SharePoint, it is important that you gain a good understanding of it. Many users have been using file servers for some time now and have become accustomed to its ability to provide for their needs, but users will need to ensure they understand SharePoint from a very high level.

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12321SharePoint: The BasicsThe basics are always the best area to begin with as you learn a new subject. SharePoint has some basic areas that will help you grasp the tool and ensure that your team maximizes the use of it. Understanding the advantages of SharePoint, the overall SharePoint environment, and some common terminology will help you wrap your head around this powerful resource.

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12321Advantages of SharePoint vs. File ServerThere are some advantages to SharePoint that are above and beyond what is provided through the use of file servers. The following is a listing of ways you can use SharePoint to provide value to your team:Communicate with the department as a whole or to your individual teamKeep track of holidays, vacations, days out of the officeTrack and assign tasks to another individual on your teamPeople within the department and with the appropriate privileges can create their own sitesSecurity is trimmed so that only the people with access to the Department Site Collection can view any of the Department sites; they must be given access to any Team sitesDocuments can be tracked through the use of versioningThere is one central location for all department and team information

While there are some advantages to file servers, the listing above describes areas where SharePoint provides functionality that the file server does not.

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12321The SharePoint EnvironmentThe SharePoint environment is a complex structure that is easy to misunderstand unless you are able to put all of the pieces together. The following containers make up the SharePoint environment: Server Farm Web Application Site Collection26

12321The Server FarmServer farm - collection of servers that work together to provide the SharePoint experience. We currently have two servers in our farm with one located in the US and another in Bogota.

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12321The Web ApplicationWeb application - used to create an information environment for a company's different divisions. Each web application must contain at least one site collection. We currently have the following web applications for the US: Teams.drummondco.net - this is where all department and team sites will be located. Compass.drummondco.net - this is the location of our intranet site, where company-wide announcements, HR & Benefits, etc. are stored.

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12321The Site CollectionSite Collection - group of structured and organized sites. Each site collection must contain at least one top-level SharePoint site. An example of a site collection is the department site that will be released to this department.

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12321Although it is not important to fully understand these concepts, it is helpful to understand the big picture and how your team fits into the SharePoint environment.

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12321The common elementsThere are some common SharePoint elements that are key to understanding SharePoint and making your team use it to the fullest.

Sites - created for a specific purpose, such as coordinating a project team or providing an information environment for a department. SharePoint sites can inherit permissions, navigation, and appearance settings from its parent site.List - used to store data, such as tasks, events, or announcements. Custom lists can be created to store data that is specific to your team. As a general rule, lists store all data that cannot be stored in a library.

Library - special type of list used to store files and provides users the ability to have document versions and check-in/check-out functionality.It will be important to understand these elements so that you can prepare your Team site before moving files to the site. If you have any questions about these elements or how you would apply them within your team, please contact the project team.

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12321The Team SiteOnce you have gained an understanding of the basics of SharePoint, you can now understand more about the Team site. The Team site is the site that each team will be given to share and to collaborate with their team on documents and other files.The Team site can be overwhelming at first, but once you are able to become accustomed to the different areas of the page, you will be well on your way to using SharePoint effectively.There are some key areas to the site, such as the Quick Launch, Recycle Bin, Site Actions, and the web parts that are displayed on the Team site homepage. Review the screenshot on this slide to become familiar with the different areas of the site and their names.

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SitesSites are collaboration areas such as team sites, workspaces, wiki sites that are created for a specific purpose. Sites created under a site (sub-site) are listed under the Sites heading on the Quick Launch bar. Only users with certain permissions can create sites.

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ListsLists are the most fundamental component to having a good understanding of SharePoint. They act as both the store for information and the vehicle for creating, adding, and sharing information from the store. You can think of a list similar to an Excel spreadsheet, where there are columns and rows.You can use lists to store virtually any type of information, but the most commonly used lists are Contacts, Tasks, Issues, Announcements, and Calendar lists.Only users with certain permissions can create lists.

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LibrariesLibraries are very much like lists with one major different being the intended content. Lists store information such as events, contacts, or announcements, where libraries store documents. Libraries are like super folders where users can find files faster and easier than ever through the use of special properties and keywords, such as status, owner, or due date.Only users with certain permissions can create libraries.

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Understanding your department siteAfter understanding the basics of SharePoint and the basics parts of a Team site, it is important to understand the structure of the Department site that you will use.Each Department site is set up as a Site Collection. Each Site Collection is completely independent of the other Site Collections and only users with access to the Site Collection can access it. Users cannot perform searches across Site Collections.

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12321The Department SiteThe Department site will be set up as a Site Collection with one top-level site that will be accessible by all Drummond employees. Users with certain permissions can post information here to share it with other department employees. Each department will have an assigned storage quota for the Site Collection. This quota will be determined after the staging process and will be communicated to the Department Head.The Department Teams site will be accessible by only teams within the department. Only users with certain permissions will be able to make changes to this site, but all members of the department will be members of the site.Each individual Team site will only be accessible by the team members. Only users with certain permissions will be able to make changes to this site, but all members of the Team will be members of the site.Department Administrators will have access to all Team sites and other sites, as noted by the Department Head. The Department Administrators are available to assist any department users with any problems or changes they would like to make to their site.

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12321Common Web Parts

There following items are items that your team can take advantage of within SharePoint: Team AnnouncementsTeam CalendarTeam Contacts

The department can also use these items to communicate for the department by posting it on the Department Teams site.

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12321SecurityIt is important to understand security and how it relates to the different sites that your department will use. Security will be trimmed beginning with the top-level Department site, where only users to the Department site can access any sites below it.The Team sites will be located below the top-level Department site and will inherit permissions from the parent. Each Team site will be set up with its own security to only allow members of the team access to the site.Users with certain permissions can make changes to each of the sites. Department Administrators and Team Managers will have the ability to make any changes to their Team site.All Administrators will be responsible for making changes to their own security. All security is managed within SharePoint, so any new employees will have to be added at the different levels or terminated employees will need to be removed from the different levels. If you need assistance with security changes, please contact the project team.

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Moving from a file server to SharePoint can be a tough task1

123Step 3The team transitions to SharePoint31So far, we have discussed your team getting organized in order to determine what files are moved into the staging folders and then we talked about understanding SharePoint so that your team can be effective in its use of this powerful tool. We will now discuss how your team will transition from the staging folders to SharePoint.This step is very important as the entire process has been building up to this point where your team will move the files you have organized into SharePoint. The project team will work with the Team Manager to release the Team site to the team and the team will have a deadline to complete the transition to SharePoint. This information will be communicated to the Team Manager and to the team during the release.Once your team has transitioned all information to SharePoint, you are ready to take advantage of the benefits that SharePoint offers.

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12331The team prepares their site for the moveThe first area that your team must address when transitioning to SharePoint is to make any preparations to the SharePoint site, such as creating lists, libraries, or creating custom lists. It is important to prepare your site before you begin moving files.This preparation may involve analyzing the organized files in the team staging folder to determine what libraries you may need to create. For example, if you have a folder of expense reports in your staging folder, you may want to consider creating an Expense Reports library.

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In analyzing your organized files in the team staging folder, you may realize that you have some spreadsheet-type data that could be input into a list. Once you determine what type of list to create, you can create the list and add any custom fields to the list to make it match the type of data you are going to store in the list. Remember, we are not yet moving the information into SharePoint, but preparing for the move by creating lists that will store our information.If you have any questions about creating a lists, feel free to contact the project team to gain a better understanding for libraries.

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What libraries do we need?

Your team will also realize the need to create libraries when you are analyzing the files in the team staging folder. You may want to create a library to store Word, PowerPoint, Excel, etc. files.If you have creating libraries that should be secured for a small group of users, please remember that you will need to complete the steps necessary to lock the library down.Contact the project team to gain a better understanding of libraries or if you need assistance with any special cases that you would like to discuss.

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What libraries do we need?

Do we need any custom fields?

SharePoint also offers the ability to create custom fields, where you can store additional information about your files in a library or additional pieces of data in a list. This powerful functionality allows you to store information that is completely customizable for your needs and allows you the ability to sort and group the items by the fields.This functionality is very helpful when you have many files in a library and need a good way to organize the files. For example, you could create a custom field to store information about the Project, Due Date, or Approval Status.

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12331Move information from staging folders to SharePointNow that your team has made all the preparations for the move to SharePoint, it is now time to begin the moving process. This process should be more simple as you have made the necessary preparations for all files and data you will be moving to SharePoint. All libraries and lists have been created and are awaiting your information.As mentioned before, the project team will hold a meeting to release SharePoint to your team and will include your Team site and the My Sites for each individual user on your team. This meeting will give your team the ability to learn about the Team site and their My Site. This meeting will begin the period of moving files to SharePoint and all teams will have a deadline to complete the transition.

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12331Team SiteThe first step as part of the transition to SharePoint is copying files from your staging folder to your newly released Team site. You should move any files that are relevant to your team and leave any personal files in your staging folder. Because you have created all libraries and list beforehand, you should have a more smooth transition into your Team site.Once you have moved all files to your Team site, you should take a survey to make sure you have organized the information on your Team site in the most efficient manner. If you have any questions about the organization of your Team site, the project team can work with you to make any changes to your site.

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12331My SiteThe next step as part of the transition to SharePoint is moving your personal files to your My Site. Your My Site is your personal storage and has a 100 MB limit, so be sure to use the storage space wisely.The project team will instruct your team on how to navigate their My Site during the meeting to release SharePoint to your team. During that meeting, the project team will walk all attendees through the basic setup of information on their My Site, such as their colleagues and manager.Remember that your personal storage area is accessible to only you and you can use it to share documents out to other users.You can access your My Site by going to your Team site and clicking on the My Site link at the right hand top section of the page.

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12331DeadlineEach team will have 15 business days to complete their transition from their staging folders to SharePoint. The transition officially begins the day that the project team releases the Team site to the team and the project team will be available to answer any questions or issues that arise during the team's transition.

The project team will communicate all deadline information to the Team Manager.

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Will SharePointmake your team more productive?Now that we have reviewed steps that will help make the transition to SharePoint easier for your team, are you ready to make your team more productive? Think about ways you could use SharePoint within your team and how it will improve communication and collaboration between your team members.

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Moving from a file server to SharePoint can be a tough taskAs we stated earlier in the presentation, moving from the file server to SharePoint can be a tough task. There are a lot of organization, preparation, and moving involved to have all of your files moved into SharePoint.

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Follow these stepsto make your move to SharePoint easierAs a recap, we walked through several steps that will help make your team's transition to SharePoint easier:The team gets organizedUnderstanding SharePointThe team transitions to SharePointAlthough it is a tough task to transition to SharePoint, following the outlined steps will make the transition easier.52

Together we will succeedWorking together, we will succeed in your team's transition to SharePoint.Refer to the Project Information sheet distributed during the meeting.

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Envisioning a productive future with SharePoint.

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