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

1. A simple guide to SharePointGeneral information about the project for briefing colleagues

2. 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 workon 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.

3. 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.

4. Sharepoint in a nutshellAbout the project

5. Our shared vision for the Sharepoint project SharePoint is playing a key role in supporting the university’s aim to transform our use of digital technologies, within the Strategic Plan. “The university will develop its IT infrastructure… with an aspiration to become a sector leader in the use of mobile technologies to support research and learning by 2020.” “Students and staff can expect to have high quality digital infrastructure that optimises the use of developing mobile technologies and allows better communication and access to information.” “… establish renewed internal communications systems that work for everybody.”

6. How Sharepoint is structured Only you can access information stored here My site (Contact information, file and storage space) The project has three parts: My department (Information for your school/department) Teams in the department can access information stored here for sharing within and outside the department staffcentral (Information for all staff) Intranet for all university staff. This is also your ‘shop window’ to communicate about your department/school

7. Supporting our work Accessing services (e.g. HR, Estates, etc.) Working together on projects, across the university The SharePoint project is about putting in place a digital one-stop-shop for staff to access information and services to help them with working life at the university. Transactionalprocess Collaboration Information Sharing and storing information online Communication News, events and projects at the university

8. The Benefits • Easy access – remote and mobile access to the system, working anywhere on campus or from home • Tools for improved communication – within teams, departments/schools and across the university • More storage space for files and documents • Security – safe space to work in and from • Shared working – across departments/schools and with external partners • Flexibility to manage information within your team – choosing who can access which information, where • Project management tools to support your work • Reducing duplication – with version control and linking to documents, rather than sending attachments.

9. Project leads: Information Services New Internal Communications team Your SharePoint support team Anna Jones Internal Communications Manager Stan Stanier Asst. Director of Information Services: Customer Services Steven Clarke Lucy Pearson Robert Schifreen Chris Temple Student Engagement Officer: Student Central SharePoint Administrator Portal and Mobile Technologies Manager Internal Communications Officer Brian Mccarthy Portal Technologies Advisor (Integration) Adrian Chorlton Portal Technologies Advisor (Documents)

10. SharePoint support team – Services for you

11. My site (Phase 1 from Sept. 2012 onwards) Project phases and timescales • My department (Phase 2 from Feb 2013 onwards) • Personal information • My profile – Area with your contact information and a place to provide more information about you (e.g. experience, skills, projects you work on) • My files – Personal file storage space (for you only) • staffcentral (Phase 3 from Sept. 2013) • Department information • - Online document storage for your department or school • - Communication tools – for sharing team news and enabling discussion • - Project management features for managing tasks and sharing work with our university departments/schools. • Our intranet • - News and information about developments across the university • - Information about and access to services for staff • - Key information about the university (e.g. policies, department info., etc.).

12. Our progress to date Ready and available • My site (Phase 1) • My department (Phase 2) • Delivered • 1300+ staff using My Files (on their My Site) for personal file storage • 580GB of data stored on My Files (personal document storage) . • Mobile app launched for accessing files from iPhone, iPad and Android. • 19000 visits to My Site every day. • staffcentral (Phase 3) • In progress • My Department sites in place for file management and information sharing: • Human Resources • Strategic Planning Office • Faculty of Arts • Information Services • Marketing & Communications • IS working with departments/schools to move to SharePoint. • In progress • Developing a new homepage for staffcentral • Testing SharePoint functions for news, events, search and structuring content. • Working with key services to move content to SharePoint for the staffcentral launch.

13. Challenges SharePoint is evolving. We are learning together and this presents challenges with: • New technology – this is a new system for the university, so we will all learn from the project. • Meeting specific needs with the technology - our team is small and we are working hard to test and improve the system to adapt it to meet your needs • Training and development – There is much to learn and we are working to put consistent support in place for departments and schools moving to SharePoint • Wide range of technology – desktop, laptop, MAC and mobile applications all need to be able to access this system.

14. SharePoint only works on Internet Explorer (IE). Can I access SharePoint from my tablet or Smart phone? I’ve heard a lot about SharePoint, but haven’t seen much. Myth-busting (Have a question? Email: sharepoint@brighton.ac.uk) No. You can use any web browser. But IE and Firefox work best. Yes you can, using the web or with the Staffcentral app for mobiles and tablets. We are working to a structured programme prioritising key services, to put SharePoint in place. This is supported by a small team, working hard to ensure your needs are met by the system. I’m concerned about security on the web. Is SharePoint secure? SharePoint does not work on a MAC. I can only access SharePoint at work. Yes it is. Access to SharePoint is set up so that staff can access the system securely when they are in or out of the office. If you use a mobile/ smartphone or tablet device, please ensure that you have a securitypin code for it, in case of loss or theft. Yes it does. Moving documents from your machine to SharePoint works in a different way. But you can access information and share files and updates using the Shareplus (Staffcentral) app for your MAC. No. You can access it at home with your internet connection. You need your username and password to log on to it.

15. For more information Detailed information on each of the project phases is available in: • The “Getting started with SharePoint” slide deck in Powerpoint or Adobe PDF formats • You can also visit the SharePoint project site For help and support with SharePoint please contact the project team at: sharepoint@brighton.ac.uk