PEPFAR SharePoint: Overview & Best Practices for Users 2017 PEPFAR Data and Systems Applied Learning Summit PEPFAR SharePoint: Overview & Best Practices for Users September 2017

Welcome & Introductions

Agenda Estimated Time Topic 15 min 1. Site Overview & Background 2. Demonstration! 20 min 3. User & Content Management 10 min 4. PEPFAR SharePoint Support 5. Be a Champion! 5 min

Learning Objectives After this course, you will be able to: Describe what PEPFAR SharePoint is and define its potential Explain how membership groups and content approval status interact to make content available to certain users Apply user management principles to help members of your team view, contribute to, or modify PEPFAR SharePoint sites Apply content management principles to enable sharing amongst your team, or the entire PEPFAR SharePoint community

Site Overview & Background PEPFAR SharePoint: Site Overview & Background Speaker Notes Provide detailed notes on the topic you will cover and how it fits in to the overall structure of the course. When writing speaker notes, please consider the following: What would someone need to know about this content if they are teaching it for the first time? What concepts are most important for the audience to understand on each slide? Where might the learners have some confusion about the content, and can you anticipate what that would be and how to remedy it? Are there any case studies, personal examples, or stories you’ve heard of certain experiences with the topic? If there is an exercise associated with this topic, how can you set it up so the learners know what to expect (i.e. “You will have the opportunity to practice [skill y] in an activity we will do later in the session.”) Where can learners go for further information about the topic? This will be expanded upon at the end of the deck, but feel free to mention resources throughout the session as reminders. Remember: repetition is not a bad thing!

What is PEPFAR SharePoint? Platform for agencies to collaborate 1st of the centrally supported PEPFAR systems

Why use PEPFAR SharePoint? Why do we use “PEPFAR SharePoint” PEPFAR SharePoint is the first of the centrally supported PEPFAR systems, which was set up to enable 7 agencies to collaborate. This is the only one that meets the security standards of all 7 agencies

Why PEPFAR SharePoint? Make an announcement Share content with your team, or with the whole PEPFAR community Manage files; control versions The system provides a variety of basic SharePoint functionality, including: Announcements – on many sites, announcements on subsites roll up to higher levels including the Home page for each site Calendars – each site and subsite includes a shared calendar that is accessible/updateable by all members of the site/sub-site; on some sites, the calendars may roll up to higher levels of a site Content Sharing – the new PEPFAR.net provides controls over who can see the documents on your site; members of your site can see all documents, but visitors to your site can see only those documents that have been “Published” by an authorized user File Management – users have greater controls and flexibility for permitting or preventing simultaneous editing of a document; links to a document can be emailed rather than send the document itself, which can lead to confusion over the version/content of each copy of the document Locating Content Easily - the new PEPFAR.net provides several options for quickly locating information on the site including: Free text searches of a single site or all sites Searching within a site by keywords, called metadata, that were “tagged” to a document Share calendars

Describe a time you’ve used PEPFAR SharePoint. Can you describe a time you’ve used PEPFAR SharePoint to share information with someone who’s not in your physical location? Share a file during COP Share a calendar Send a link to a colleague via email Access analyses done at HQ (ICPI) and download a tool/ dataset Share meeting notes

PEPFAR SharePoint What’s the site called, anyway? PEPFARii PEPFAR.net Plan B PEPFAR SharePoint (https://www.pepfar.net) Many versions of this site have been in place in the past with many different names. The current version, released in August 2017, builds upon the structure of existing versions and includes many functionality and usability improvements to enhance the user experience.

Recent PEPFAR SharePoint Updates Upgraded from SharePoint 2010 to 2016 More stable and secure platform Some look and feel changes Created a new support site; increased our level of support Ticket-based; NOT help@pepfar.net Support team who understand PEPFAR systems and program needs Self-service password reset New account requests submitted via streamlined form 2016 Platform Upgrade Most recent version MS makes Some look and feel changes Not perfect, but improvements underway Issues better tracked, and better management of your feedback Upgraded our Support Site Searchable! Agents who support other central supported systems including DATIM and Panorama Easy to submit tickets! Automated account request!

Site Structure Operating Units (OUs) Technical Working Groups (TWGs) Individual team pages dedicated to each OU Technical Working Groups (TWGs) Individual team pages dedicated to each TWG Head-quarters (HQ) Includes pages dedicated to each HQ group Epidemic Control Teams (ECTs) Individual team pages dedicated to each ECT Tools Includes Project Pages, which will re-organized in global navigation post-migration Support Links directly to Zendesk and points users towards training environments Interagency transparency and collaboration Share content and knowledge across PEPFAR

Enough boring stuff – let’s get to the demo!

Features to Demo Calendar Create event, approve event Import it to Outlook Emailing links Document Management Upload and download documents Approve documents and check for approval status Check-in and Check-out Version control Simultaneous editing of documents

User & Content Management

(Read, Contribute, Publish) (Read, Contribute, Publish, Administer) Permission Groups: Who can do what? Visitors (Read only) Members (Read, Contribute) Member-Approvers (Read, Contribute, Publish) Powerusers (Read, Contribute, Publish, Administer) Read any information on SharePoint that is “approved” (i.e. content on any page) ● Read documents in any status (draft, pending, approved) on their team’s page Add and edit documents, calendar events, other items to their team’s page Delete documents, calendar events, other items in their team’s page Publish content (i.e. approve from draft to pending status) Change the structure of their team’s page by adding folders to document libraries Manage user permissions (e.g. add or remove people from the Members, Member-Approvers, and Powerusers groups) for their team’s page Let’s start with a quick review the four major categories of User Roles. This table describes the privileges that the new PEPFAR site users have with respect to a particular site. People who are not a part of given OU are considered Visitors and only have read privileges on that OUs’ site. For example, a member of the Mozambique OU who is visiting the Vietnam PEPFAR site can see the Calendar, Announcements, and Published documents on the Vietnam site, but that person cannot contribute or post any items to the Vietnam site, nor can he/she see any unpublished documents. You may remember from the Foundational training that a visitor to your site can see only documents that are “Published,” which means that a Member-Approver or a Power User approved the document for Publication. I’ll show you the document approval and publishing process in the second scenario. Site Members encompasses all members of your OU and have read and write privileges. They can view, contribute, add, and access all documents, calendar events, and announcements on the site. A Member-Approver has Site Member privileges AND can approve documents for publishing. Power Users also have read and write privileges for their site. And they have additional privileges that are used to administer permissions and perform certain other types of support, as you’ll see on the next slide. NOTE that these additional privileges apply only for an OU’s site for which the person has been designated as a Power User. For example, when a person is granted Power User permissions for Mozambique, that person does not also get Power User privileges for Vietnam or any other site. An OU may have multiple PUs. You’ll find the list of Power Users for your OU, on the OU home page on the right side of the screen under the Calendar. Each country decides the duties and responsibilities of their individual Power Users. What content you see and how you can interact with the site depends on two things: 1) Who you are and what group(s) you are part of 2) The approval status of the content itself

What can Powerusers do? Add and remove users to groups Share content beyond the team (approve items) Create folders in document libraries Help new users request accounts

SharePoint Support

Self-Service: New Account Request & PW Reset 1) Request a new account. 2) Reset your password! 1 2 3 3) Get PEPFAR SharePoint support, browse how-to guides and FAQs.

Get Support for PEPFAR SharePoint! From the Global Navigation, choose “Support Site” Browse the support site to answer FAQs or submit a request for technical support

Be a Champion!

How to be a PEPFAR SharePoint Champion Familiarize yourself with the site Understand user roles and approval status Know what it can and cannot do Store key documents on PEPFAR SharePoint Identify key documents most team members reference; then store them on your team site Share experiences with colleagues Submit recommendations for site updates or modifications that will benefit users Pick 1 feature & use it! Email links to users & don’t back down! Review your user groups and update the memberships Collaboration sites become successful when they are used by large numbers of users. The more people that use it, the more content that will be stored there, which makes the site much richer and more valuable to collaboration and sharing of knowledge. We are asking you to step up and help make this happen with PEPFAR.net by becoming Champions who support the site and encourage your colleagues to use the site.

Questions?

Thank You! Speaker Notes Don’t forget to that everyone for their time, participation, and attention during the session! Leave on a high note!

Course Logistics

Logistics Needs for this Course Element Notes Room setup/ configuration (Theatre style, semi-circle, classroom, etc.) Classroom Computer needs for learners (certain programs) Learners should have a laptop with Internet Explorer browser if the demonstration is planned to be interactive; other browsers may work. Clicker? Yes White board?/ flip chart/ markers? N/A Specific materials for interactive exercise? (i.e. post-its, pens, markers, tape, etc.) Notes This slide is intended to capture logistics information for the delivery of this course.

Internet Explorer browser is preferable Software/Program/Technical Needs for this Course Element Notes Software (what program (s) should learners have downloaded on their computers for this course? I.e. GIS Software, Excel, etc.) Internet Explorer browser is preferable Access (what logins to PEPFAR supported systems, data sets, etc., should learners have access to for this course?) PEPFAR SharePoint (PEPFAR.net); request an account from the homepage: https://www.pepfar.net What additional technical requirements should learners have in order to participate in this course? N/A Notes This slide is intended to capture software/program/technical information for the delivery of this course.

Trainer Profile Trainer Profile Criteria Notes Background: One of the goals of the 2017 PALS is to empower country teams to take back what they’ve learned at the Summit to their home teams. This slide is intended to capture information about the skillset a person would need to deliver this training in the future. Trainer Profile Criteria Notes Level of familiarity with subject mater Describe what types of tasks or areas of knowledge the trainer should be comfortable with in order to deliver this course The trainer should be very familiar with PEPFAR SharePoint use and features. It is recommended that the trainer be a Poweruser for their team site. Recommended years of experience with PEPFAR Program 3 months or more, but if the trainer is deeply familiar with SharePoint in other contexts, this may not be necessary. Recommended certifications What certifications should the trainer have to deliver this course? N/A Specific skills required Does the trainer require a certain level of proficiency with PEPFAR systems or other applications? If so, describe the types of skills/ tasks the trainer should be able to perform in the system The trainer should review the PEPFAR SharePoint Support Site and review the types of features and how-to guides posted there. If the trainer can apply the concepts and techniques described in the tutorials, he/she is ready to teach this course! Access needs to PEPFAR systems To teach this course, does the trainer require a certain type of account or level of access to a PEPFAR information system? The trainer should be a Poweruser of his/her PEPFAR SharePoint team site.