A simple guide to SharePoint General information about the project for briefing colleagues

Introduction to the project Information Services is project-managing the University of Brighton’s move to SharePoint. The team is already in discussion with a number of departments about what SharePoint could do for them. These slides contain useful background information about the project. Perhaps your school or department: Is already working with Information Services, but would appreciate some supporting information Has been asked to get involved in some way (and want to read about the project before you make enquiries) Doesn’t need to work on it but still wants to understand what SharePoint ‘is’ and ‘is not’. Whatever stage your school or department is at, the key aim of this presentation is to ensure that your staff have a clear understanding about the SharePoint project and their role in it.

This slide deck Has two main sections: General information about the Sharepoint project for guiding your school/department through what is involved ‘Getting started’ guide with detailed information about each of the Sharepoint project phases.

Getting started with SharePoint Detailed information about the key project phases for briefing colleagues

About this guide This section of the slide deck is split into three separate parts with detailed information for each. My department (Information for your school/department) staffcentral (Information for all staff) My site (Contact information, file and storage space) Only you can access information stored here Teams in the department can access information stored here for sharing within and outside the department Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

My site – What you need to do Guidance for your school/department

A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral). My department (Information for your school/department) staffcentral (Information for all staff) My site (Contact information, file and storage space) Only you can access information stored here Teams in the department can access information stored here for sharing within and outside the department Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

My Site – features available for you Profile – with your contact information and photo, if you choose to have one Personal file storage – secure and online file storage for you- up to 5 GB Access anywhere – get to your files when working from home, remotely or on your smartphone or tablet (using the Shareplus application) This is your space – Only you have access to your personal storage space, but please ensure you use it for university work, in line with the IS Using information systems policy.

My Site – Homepage My Profile - Personal profile page with your contact details. My Files – Personal file storage space

Using your My Site space Adding files – Everyone can add files to My Site using their web browser. Windows users have a Desktop shortcut to My Files MAC users can use the Shareplus App to add files and folders Remote access – You can always get access to My Site and My Files. These are available on and off campus, or via the web with your university login user ID and password. Saves you having to store files on your desktop, local drives and USB disks, which are less secure.

For help and support Visit the SharePoint project site – My Site guide on staffcentral. Contact the SharePoint project team: sharepoint@brighton.ac.uk

My department – What you need to do Guidance for your school/department

A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral). My department (Information for your school/department) Staffcentral (Information for all staff) My site (Contact information, file and storage space) Only you can access information stored here Teams in the department can access information stored here for sharing within and outside the department Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

My Department – in a nutshell My Department is a workspace area on SharePoint for your department or school to: Manage electronic file storage within your department – it replaces Department Documents, not personal file storage Share information/updates within the department– using news and alerts; work planning and project management Share work with and information across other departments and schools

My Department – Homepage This is what you see when you first start with your SharePoint My Department site.

My Department features Document library Storage for your documents Storage Links A place to store useful links Calendar Shared calendar for planning or staffing Planning Task list Task list for project planning Team discussion A discussion board to ask questions or topics of interest Sharing Announcements A place for posting news and updates

My Department – Design options This page gives you an idea of routes to go down based on your requirements. We suggest that faculty/department heads agree overarching approach. Large department with different functions and complex filing needs Department works collectively with a wide range of other departments/stakeholders Consider creating a set of separate sites for each function. Setup a group of administrators to manage your department content. Create a clear file plan for your information. Setup project planning tools such as calendars or task lists to support projects. Small team working on focused projects Have a home site for your department and project spaces for work with other departments/external partners. Consider using calendar and news tools to share information across the team and get a clear idea of who is working on what where. Go for a simple site structure in line with the template. Calendars and project planning/management tools may be useful to keep.

My Department – Preparing for the move We are here to help you take this forward and you can contact the SharePoint team for advice. We would recommend identifying a Project lead person with good organisation/ planning skills. The tasks they will need to consider include: Task Action Planning for moving electronic file storage to My Department What you have now What you need to move/keep or delete (less is more) Create a file plan/structure Getting support for the move Contact Information Services – SharePoint team Moving to the new system Organising/planning the move over Getting IS support with the technology

Steps to follow for your move to My Department The following series of slides is a step-by-step guide on moving to My Department. Review Plan and Prepare Develop Launch

Review 1. Review Before starting it will help for your department/school to: Look closely at how you work – are teams desk based or mobile; what systems do you use; etc. Determine what your file storage needs are Secure storage – for confidential documents/files What stays/what goes – think about what you need to move to the system, leave old information, delete what is no longer needed Explore what tools/features (e.g. calendar, task list) would be useful Find about the project and read through guidance and planning resources for SharePoint – My Department

Plan and Prepare 2. Plan and prepare Contact Information Services (IS) to talk through your move, specific requirements and training needs Plan the site structure for your department – focus on the document/file storage first, then look at other tools File naming conventions are important – i.e. no ampersands in filenames, keep filenames concise, dates/version numbers not required (automated version history can be provided on SharePoint) Decide who you need to work with in your department to get the job done – e.g. clearing out any unused files, following new file structure. Flag any questions or issues with IS early on.

Develop 3. Develop Design and build the site – IS will work with you to build your site and support your move of files stored on Department Documents. Decide permissions for department/school staff: Editing/managing information Adding files/folders Visiting the site to see information only Contact IS if you have any training needs

Launch 4. Launch Carry out final testing and checking of the My Department site Make sure the document libraries are clearly structured and that everyone in the department knows where to save their information. Not everything has to be ready for launch: You can build and test new features in stages, with the support of Information Services Continually review and improve your My Department site

For help and support Visit the SharePoint project site on staffcentral at: https://mydepartment.brighton.ac.uk/sharepoint/SitePa ges/Home.aspx Contact the SharePoint project team: sharepoint@brighton.ac.uk

staffcentral (intranet) Creating your ‘shop window’ for the rest of the university Guidance for your school/department

A quick recap on SharePoint… SharePoint personal file storage, department work and file-sharing space and the university intranet (staffcentral). My department (Information for your school/department) staffcentral (Information for all staff) My site (Contact information, file and storage space) Only you can access information stored here Teams in the department can access information stored here for sharing within and outside the department Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

SharePoint will be the home of staffcentral Staffcentral is moving to SharePoint to create a new intranet with: Intranet shop-window for your faculty/school/department to communicate – who you are, what you do, policies/guidelines (as applicable). Intranet homepage – news, events, staff services and more. Faculties, schools and departments may have a shop-window on staffcentral. With this there is an obligation to provide and share information with the university, as a whole, and ensure it is kept up-to- date.

Information architecture – Structuring information on staffcentral We are working to create a clear structure for information shared on staffcentral to: Make it easier to find and get to information Improve communication across the university Enhance the design and function, opening up spaces for staff to interact Ensure consistency in how information is shared within the university We expect staff to follow our key aim of ensuring that faculties, schools and departments share information across the university.

Development schedule for staffcentral Launch New Homepage News and events Uni info announcements For sale board – to buy and sell goods and services. Online services – My View, Estates system, etc. Search, FAQ and support Phonebook Central Services – Human Resources, Information Services, Marketing & Communications and Registry. Phase 2 Further Central Service moves to staffcentral Faculties and Schools move to staffcentral And beyond…

staffcentral sites for launch Homepage University information Central Services Faculties and Schools Key university-wide information about: Committees Key projects Organisation structure Working here Space for each department to provide and share information within the university. Space for each faculty and school to provide and share information within the university

Information architecture for Human Resources This diagram is a mock-up showing how information will be structured on the Human Resources site area on staffcentral.

Managing information on staffcentral Staffcentral is a resource for the university and everyone has a role to play in making sure it meets our needs. The governance structure is being developed and will include: Staffcentral governance/project board – managing the on-going development and approving any changes to the intranet. Staffcentral user feedback group – for feeding back on staffcentral and suggesting any changes. Editorial board – taking forward content suggestions for publishing to the staffcentral homepage. Department/school sites – Faculties, schools and departments will be responsible for managing their own content and sites, with support from IS and M&C.

For more information please contact the SharePoint team at: sharepoint@brighton.ac.uk