1. Discussion Groups on Sharepoint – some lessons learnt
Janet White
e-Communications Team
Metropolitan Police Service, New Scotland Yard

2. Summary Aim of the Project Skills and Resources Problems encountered
Some solutions
Lessons learnt
Next Steps

3. To move MPS Special Interest discussion groups (SIGs) to Sharepoint:
Project Aim
To move MPS Special Interest discussion groups (SIGs) to Sharepoint:
SIG messages posted in Outlook Public folders, viewed via the Intranet browser

6. Sharepoint To improve management of electronic information
Operating alongside MPS Intranet
‘Discussion Boards’ for SIGs (Special Interest Groups)

8. Skills and Resources Sharepoint Team – Technical support/advice
e-Communications (Intranet) Team – SIG Site Collection rights
Training
Financial constraints

9. Basic creation of Discussion Board
Site Actions > Create > Discussion Board
Option to add to ‘Quick Launch’ (navigation menu)

18. Issues Management control (SIG ‘Owners’)
Default Discussion Board – ‘Open’ to all
‘Closed’ and Moderated SIGs
Discussion board information
Default welcome message
User feedback

19. Solutions Permission levels Permission Groups
Versioning control for ‘Moderated’ SIGs
‘Web part’ on Discussion Board

20. e.g. CARERS SIG MANAGER GROUP members = SIG Manager and Deputies
Permission Group:
e.g. CARERS SIG MANAGER GROUP
members = SIG Manager and Deputies
Permission Level:
SIG Mngr – rights = add, delete, approve, manage permissions

26. Permission Group: Permission Level:
CLOSED SIG NAME SIG MEMBERS GROUP
members = users being given access
Group Owner = NAME SIG Manager Group
Permission Level:
rights = contribute

27. SIG Member Permissions
People and Groups > New Group e.g. ‘Name SIG Members’
SIG Members Group Owner - ‘Name SIG Managers’
‘Contribute’ rights – View, add, update and delete

30. Applying Permissions Create Permissions Groups Create Discussion Board
Default – all permissions inherited
‘Disinherit’ other Permission Groups
Discussion Board settings > Permissions for this Discussion Board

35. Select all; de-select those that apply
Remove permissions
Relevant SIG Manager and SIG Member Groups remain

39. Moderated SIG Versioning Settings option
SIG Mngr Permissions include ‘approve items’
Message ‘pending’ until approved
Option for Approver comments

47. ‘Web part’ Static information - edited separately
Include links to Intranet site and
Accessed from ‘Site Actions’ menu
‘Content Editor’ web part
Rich Text Editor (Word formatting)

54. Lessons Learnt
communicating business/user requirement to technical support team
Understanding technical skills available
Sharepoint permission levels
Managing management expectations
Identifying risks – funding commitment

55. Next steps ‘Proof of concept’ testing User Feedback
‘Help’ pages for SIG Managers/Users
Workflow for SIG application forms
Setting up SIGs
go live?

56. Summary
Teams working together
Learning Curve
Problems resolved