https://connect.incose.org Introduction to INCOSE Connect for Distributed Teams with Windows SharePoint Services 3.0 Prepared by: James Chism, Adjunct Faculty-Johns Hopkins University January 2008 - IW 2008

Agenda Sign up for an Alert Introduction Purpose, architecture, and current state How to get connected What’s improved with Windows SharePoint Services 3.0? Permissions – Set by Administrator only How to work with Workspace INCOSE Connect Home Page Standard Web Parts Documents and Lists Create Site Settings What is a Wiki? Example of a Wiki Page Example of a Wiki Add an Announcement Add a Link Sign up for an Alert

Agenda – Con’t How to work with Workspace – Con’t Modify a Document from a Windows SharePoint Site Upload a Document to a Windows SharePoint Site Additional Document Functions Un-deleting Items Adding a Folder View an RSS feed Creating Events Adding Attachments to an Item Sending an E-mail link to a Shared Document Site Members Surveys Forgot your Password? Home – Discussion Forum INCOSE Connect Training Presentation Materials and Manuals Questions

INCOSE Connect Purpose Support a culture of effective two-way communication throughout INCOSE by providing: Private workspaces for INCOSE activities (TLT, CAB, Member Board, Chapters, project teams, etc) Distributed collaboration capabilities (document repositories, discussion threads, calendars, action items, decision histories, etc)

Architecture INCOSE Connect is an internet service built on Microsoft SharePoint Technologies. Will be updated to Windows SharePoint Services 3.0 after the IW 08. Each INCOSE Connect site is a separate protected workspace. Each workspace view is divided into “web parts” Workspace access is managed by Site Administrators Permissions can be reader, contributor, designer, or full control. Site administrators can create new sub-sites With the same or different permissions as the parent site.

Current State 212 INCOSE Connect workspaces and 6,160 user accounts have been created. 59 Chapters have an active workspace. Additional workspaces and user accounts can be created upon request from the team leader. Current Users Academic Council INCOSE Administration Technical Leadership Team Member Board Chapters (Region I, II, III, IV,V, and VI) Board of Directors Corporate Advisory Board Various Technical Working Groups INCOSE Members

Windows SharePoint 3.0 Pre-requisites Before accessing INCOSE Connect, please be sure you meet the Computer software meets the following prerequisites. In order to access INCOSE Connect, you must be running one of the following browsers: Optionally, Microsoft Office 2007 provides enhanced SharePoint/Office integration features.

How to Get Connected – Permissions - All INCOSE members are given an INCOSE Connect username and password. If anyone has forgotten your username or password for access, please visit: http://www.incose.org/membership/requestPWreset.cfm If you do not have a username or still have questions, please contact connectsupport@incose.org

What's Improved in Windows SharePoint Service 3.0? Wikis Issue Trackers Surveys Project task Management Email Integration Users can only see features that they have access to view Automatic breadcrumb bar - helping users navigate appropriately Better version control Better indexing & searching RSS Support Support for more browsers (Firefox & Safari) Extranet mode - eliminate multiple authentication dialog boxes Why we use basic authentication: If on the Connect site we downgrade from Integrated Windows Authentication to Basic, the password can be saved. Eliminates the problem of CONNECT\first.last or just first.last Some users had problems with Integrated Windows Authentication (their browser tried to automatically log them in) Extranet Mode Sharepoint Central Administration -> Application Management -> Authentication Providers -> Default. Use basic authentication, disable client integration.

Permissions – Set by Administrators Includes the following permissions for users: Full Control - Full control of the scope. Design - Can create lists and document libraries and edit pages in the Web site. Contribute - Can create and edit items in existing lists and document libraries. Read - Read-only access to the Web site.

INCOSE Connect Home Page Web Page parts will vary between sites Sites to which this user has access Minimize Close Modify Shared Web Part Help Announcements INSIGHT Library Shared Documents

INCOSE Connect Home Page Site Actions available depends On permissions given. This is called the Quick Launch Bar Links available depends on site Administrator Member Resources Member Rosters are available If permission is granted.

Standard Web Parts Documents and Lists Document Libraries Picture Libraries Lists Announcements Events Links Member Resources Member Rosters Discussion Boards Surveys Sites and Workspaces Recycle Bin

Standard Web Parts - *Create Libraries Document Library Form Library Wiki Page Library Picture Library Communications Announcements Contacts Discussion Board Tracking Links Calendar Tasks Project Tasks Issue Tracking Survey Custom Lists Custom List in Datasheet View Import Spreadsheet Web Pages Basic Page Web Part Page Sites and Workspaces * Administrators only

Standard Web Parts – *Site Settings Users and Permissions People and Groups Site Collection Administrators Advanced Permissions Look and Feel Title, description, and icon Tree view Site theme Top link bar Quick Launch Save site as template Reset to site definition Galleries Master pages Site content types Site columns Site templates List templates Web Parts Workflows Site Administration Regional settings  Site libraries and lists  Site usage report  User alerts  RSS  Search visibility  Sites and workspaces  Site features  Delete this site Site Collection Administration Recycle bin  Site collection features  Site hierarchy  Portal site connection * Administrators only

What is a Wiki? A wiki is a Web site that enables users to add new content or amend existing content. As soon as you post on a wiki all users are able to contribute, by adding or amending the original document. They do not have to ask permission, from the author or an administrator, because everyone is empowered to contribute. Windows SharePoint Services 3.0 provides history and version management, so that no original thinking is lost. The wiki community manages change and ensures accuracy and relevance. This shared-document collaboration element is the main difference between blogs and wikis. The originating author relinquishes ownership of the content on publication. The authors do not need to write HTML, because the content appears in a basic editor interface that enables anyone with basic keyboard skills to add, amend, reorganize, or delete information. More advanced wiki software enables advanced editing, such as support for rich text fonts, graphics, and HTML tags. This means that collaborative development is fast—the term “wiki” comes from the Hawaiian word for “quick.” Initially, researchers and developers used wikis for rapid development of ideas, but this has extended to project managers and others in more traditional business disciplines.

Example of Wiki page

Example Wiki Similar to Wikipedia for your team

Add an Announcement At the bottom of the Announcements Web Part, click Add new announcement.

Add an Announcement In the title box enter the name of your announcement. Files can also be attached In the Body, enter the text Of your announcement. To the right of the Expires box, click Date Picker, and then click the date for announcement to expire. Make any other changes, then click OK

Adding Links to a Page Click Add Link on Main web page URL can be tested after entry for validity Click on add link Step 1: Type in the URL Type in a Description of site. Click OK

Sign up for an Alert On the Quick Launch bar, click Shared Documents.

Sign up for an Alert On the Actions menu, click Alert Me

Sign up for an Alert The New Alert page is displayed James.Chism 1. Enter Name or e-mail address 2. Enter Change Type 3. Select when to be alerted 4. Specify when to send alert On the New Alert page, click OK. An e-mail message notifies you when the alert has been created

Sign up for Alert The pull down arrow to the right of any document For viewing properties can also be used to provide an alert on a specific document. Just select Alert Me to get the alert page.

Upload a Document to SharePoint Site On the Upload menu, click Upload Document.

Upload a Document to SharePoint Site Browse to select the document for upload. In the Choose File dialog box, browse to the document you want to upload, and then click Open Enter version comments Click OK to upload the document. Note: If a document with the same name already exists in the document library, selecting the Overwrite Existing File(s) check box automatically overwrites the existing version with your local version.

Modify a Document from a SharePoint site On the Quick Launch bar, click Shared Documents.

Modify a Document from a SharePoint site In the document library, click a document, click the arrow that appears to the right of the document name, and select Send to. 1. then click Send to. Select Download a Copy and save to local computer. 2. Then click on Check out. 3. Modify the document and change the version number. 4. Click on Upload Document. With the upload page, browse to select document for upload, enter any comments for the version, then click OK to upload.

Modify a Document from a SharePoint site Highlight document Click arrow on the right Click on Check In

Modify a Document from a SharePoint site The Check In dialog box appears. In the Comments box, type Corrected spelling error. Then click OK. After Check out, all documents must be checked in to make them available to other users.

Additional Document Functions 1. Edit Metadata 2. Manage Access 3. Delete Document 4. Move 5. Check-in history 6. Email me when changed

Un-Deleting Items OOPS! – I really didn’t mean to do that … 1. Click Recycle Bin 2. Check the box next to the item you wish to restore 3. Click Restore Selection

Adding a Folder 1. Click Shared Documents 2. Click New, New Folder 3. Follow prompts to create the folder

View an RSS Feed NOTE: View an RSS feed in Office Outlook 2007 On the Quick Launch bar, click Shared Documents.

View an RSS Feed NOTE: View an RSS feed in Office Outlook 2007 On the Actions menu, select RSS feed 1. In the text below the page title, click Subscribe to this RSS feed 2. Start Office Outlook 2007 3. In the All Mail Items list in the Navigation Pane, click RSS Subscriptions. 4. Outlook 2007 displays the Shared Documents document library information

Creating Events Upcoming meetings, deadlines, and other important events 1. Click Add new event 2. Fill in event info 3. Click OK

Adding Attachments to an Item (Announcement, Event, etc.) After clicking on Add Event or ….. Click the Attach File button In the attachment window, click the Browse button Use your standard file dialog to select the desired file. Click Open

Sending an E-Mail Link to a Shared Document 1. Right-click on document link 2. Choose Copy Shortcut 3. Paste into your email message

Site Members Administrator adds Members who have access to this site and their specific permissions. Note: Chapter administrators can now add All current INCOSE chapter members with their INCOSE logon user id. These user id’s can be found by downloading the chapter member’s listing. A column will show the id as first name.last name (i.e; james.chism).

Surveys Shared workspace administrators can create surveys. The survey can be configured so: Anyone with an INCOSE Connect account can respond Only workspace members can respond Only specific individuals can respond

Forgot Your Password? http://www.incose.org/membership/requestPWreset.cfm Note: Passwords can be reset from the Public Web Site. There is no need to go to the Connect site to reset your password.

Home - Discussion Forum INCOSE's threaded discussion forum allows members to discuss systems topics of interest, share lessons learned and prior experience, and interact with other members from around the world. Login now using your Connect account. To see your profile and/or modify. To review a current threads: 1. Select a topic of interest. To receive notification of postings, Select “My Subscriptions” Then select “subscribe” for the forum you want. NOTE: The Discussion Forum can be accessed three ways: 1. From the INCOSE home page, 2. From the Members Resources web page, 3. From the INCOSE Connect home site under Member Resources.

Discussion Forum – Systems Engineering To see recent posts for all topics. To see a current topic threads, select one of interest.

Discussion Forums – Engineering Outreach – College Campus To post a reply to all: 1. Click on “Post Reply” To initiate a new topic’ 1. Click on “New Topic” To respond to a specific discussion; Find the specific thread Select “Reply to Post”

Presentation and Manuals To download the training presentations or manuals: https://connect.incose.org/default.aspx Go to “Shared Documents” Select “Guide to INCOSE Connect”. Four documents are available for download: 1. Administrators INCOSE Connect Training(IW 08) 2. INCOSE Connect Administrators Manual (IW 08) 3. INCOSE Connect Users Manual (IW08) 4. Introduction to INCOSE Connect Training(IW 08)