Microsoft SharePoint

1. Microsoft SharePoint Technology Solutions Inc. David Gillespie Arielle Harrell Jamaya Jones Johnny Louis Isa Toledo

2. Overview • Academic Administration • What is SharePoint? • Why use SharePoint? • The Capabilities • The SharePoint Wheel • Communities • Sites • Content • Search • Insights • Composites • The User Roles • Managing Permissions • Interviews • Compare and contrast • Why it would benefit CIS • Summary • References • Questions?

3. Academic Administration • Well what is an administration and what does it do? • Administrations deal with employees (Professors, teachers, and staff) and students • Maintenance of official records • Oversight of student life and activities • Major selection and changes • Financial records • Supervision and support of campus computers • Fundraising • Research(Grants, contracts, institutional compliance with federal and state) • Safety and security of people and property • Public Affairs

4. What is SharePoint? • SharePoint is a solution for: • Document Management • Collaboration • Sharing and Publishing information • Enterprise Search • Business Intelligence • Business Process • Electronic Forms • Workflow • Platform for building collaboration solutions • Groups working together to complete a project the best way possible …collectively painting

5. Why use SharePoint? • Efficiency • Reduce Cost • Remove Bottlenecks • Organization • Optimize • Standardization

6. Capabilities Customize Pages Personal views Themes Alerts Work with Office Applications • Manage Information • Contacts lists • Links lists • Lists and spreadsheets • Custom lists • Share Files • Document libraries • Picture libraries • Collaborate • Announcements lists • Events lists • Task lists • Discussion boards • Surveys • Meeting Workspace sites • Document Workspace sites

7. SharePoint Wheel • SharePoint as a fully functional collaboration suite consists of these six topics that create a functional tool for administrations, businesses, and corporations. • Communities • Sites • Content • Search • Insights • Composites

8. Communities and Collaboration Communities Share: • Documents • Spreadsheets • Videos • Presentations • Agendas • Audios • Images • Databases • Assign task • SharePoint is designed for collaboration. • Easily navigate through resources. • Allows social tagging. • Stay up-to-date with alerts and news feeds. • Work with peers whether offline or online. • Assessable through mobile apps.

9. Sites Sites are an area associated with the SharePoint Wheel. Team Sites are Web sites created from a template and designed for team collaboration. They are hosted on the corporate network. • Create a Team Site • Layout • Add Content • Pages • Upload Documents • Edit Documents • Delete and Restore Documents • Create a New Document Library • Allow Access to Your Site • Assign roles to certain people.

10. Content • What you create! • User Centric • Easy to create and find • Rapid creation of content • Flexibility and Compliance • Records Management • Managed Metadata(tracks information to keep updated) • Similar to tagging(“#project1”) • Digital Asset Management • Streaming media • Photos • Audio

11. Search • SharePoint has contained search capabilities since its inception. In recent versions of the product, SharePoint Search has developed into a fully functional search engine. • SharePoint Search provides the same information that would be returned if a major search engine were to be used. • Functions • Search for content • Search for people • Search for business data

12. Insights Example of Insights Feature • Performance Point Services • Enables you to create rich, dynamic, and interactive dashboards. • Excel Services • Enables users to load, calculate, and display Excel 2010 workbooks on Microsoft Office SharePoint Server 2010. • Visio Services •  Allows you to display data from Visio within a Web Part so that users can access the data • Microsoft SharePoint allows interacting among different Microsoft office tools. • It provides an amazing experience to the end users by facilitating easy sharing of contents and applications. • SharePoint 2010 works best with Microsoft Office 2010 applications and Internet Explorer version 7 and higher.

13. Composite • Composites are SharePoint applications that combines with business data. • SharePoint composites provides out of the box tools and web parts. • Composite model are often build very quickly. • Why? Composite? - Business Solution

14. Roles • Administrator (Full control) • User has full control permission to the site. • Knowledge of SQL language is required . • Web Designer (Design and layout) • Create lists, document libraries, and customize pages on the website. This user should have design permissions. • Knowledge of html, style sheet, xml, java script, etc is required. • Contributor (Contribute) • Add content to existing document libraries and lists. User should have contribute (read/write) permissions. • Reader (Read) • User has read-only access to the website.

15. Managing Permissions • SharePoint has its own set of default permissions already set for each of the various roles. • However, only the site administrator has the authority to manage the users and permissions involved within the SharePoint site. • Each SharePoint site has default permissions per group • Guests have minimal rights • Readers • Create their own sites but can not alter contributors • Can not create new lists or document libraries • Web Designers • Have all rights of contributors • Modify site design • Add document lists and libraries Administrators can set higher level preferences

16. Interviews • During the assessment period TSI interviewed six people including deans, professors, students. • Those interviewed were: • Dr. Jason Black • Dr. Verian Thomas • Mrs. House • DarronBiles • David Blake

17. Dr. Verian ThomasDean of Graduate Studies • Dr. Verian Thomas was short staff almost a year ago, and needed a helping hand. • They were having troubles managing, transporting, and keeping up with all the Graduate students application. • So Dr. Verian wrote up a proposalabout how SharePoint would benefit her department, andsent it to EIT for approval. • Once approved, she coordinated with Mrs. House, her assistant, to manage the applications in SharePoint.

18. Mrs. Michaela HouseCoordinator of Graduate Admission Florida Agricultural & Mechanical Alumni • Receives graduate applications, • scams them and uploads them to SharePoint. • Organizes them • by the department, and year that the applicants applies. • Once uploaded • that department has access to those documents for processing.

19. Mrs. House Questions 1. How was your initial experience with The SharePoint Server? EASY 2. What type of training did you have to go through, and how was that provided? NOT MUCH, SHEEMA HELPED HER A LITTLE BIT THEN THE REST WAS SELF EXPLAINATORY. 3. What is your role on The SharePoint Server? Is it possible to have multiple roles? SHE IS THE ADMINISTRATOR OVER ALL THE GRADUATE APPLICATIONS, WHICH IS THE ONLY THING THEY USE IT FOR. 4. Since using SharePoint, has it made your job easier? YES, DOCUMENTS DON’T GET LOST, AND THEY ARE ALL IN THE SAME PLACE. 5. What are your likes and dislikes about SharePoint? • LIKE THAT IT IS VERY BENEFICIAL WITH TRANSMITTING THE GRADUATE APPLICATIONS TO THE DEPARTMENTS. • DISLIKE IS SOMETHING IS DOWN. 6. How do you use SharePoint in an administrative way? • GIVES DEPARTMENTS ACCESS TO BE A CONTRIBUTOR IN CASE THEY EVERY NEED TO ADD SOMETHING.

20. Dr. Jason BlackAssistant Professor, CIS • SharePoint Pros • Mentoring • Tutoring • Webinars • Online Class Work • Virtual Collaboration • Development • Online Meetings • (Not) Blackboard • Cons • None(as long is the internet stays running) • Dr. Black was excited at the idea that SharePoint could be brought to the CIS department • He expressed how he could still conduct his classes online through SharePoint instead of canceling class.

21. DarronBilesInformation Technology •  Uses SharePoint Everyday • JPMorgan, Technical Analyst • First Experience was with JPMorgan as an Intern. • Before using SharePoint to house his information it was either saved to his Desktop at his internship or already on the SharePoint site. • SharePoint has made his job easier, but it can be tricky at sometimes because its all web based and it acts and looks a website. • He had no likes or dislikes, his only suggestion would be that if Microsoft creates a newer version he would want all previous versions to be incorporated to get the full the software and it functionality. • He has only worked with the 2007 and 2010 version. They haven’t upgraded the 2013 version yet. • It would make things easier to use for CIS faculty as well as the students. A lot of files would and could be stored there. • There are a few technical aspects that I'm not sure will work at the moment like syncing the Unix servers with the SharePoint Servers. However there are a lot of efficiencies around having the SharePoint in within CIS like printing documents as needed. Posting information for students (job offers, internships, etc,.) just to name a few.

22. David BlakeComputer Science 1. Do you prefer using SharePoint over similar software? I do not prefer share point over other online collaboration tools. 2. What was your first experience with SharePoint? My first experience with share point was in the summer of 2009. I was an intern at Lockheed Martin. Lockheed Martin used share point for almost everything, HR forms, and Group calendars and team information was also housed on share point. 3. What do you dislike about SharePoint? Some features of share point are not integrated together. An example is a calendar in exchange can not be integrated with a Calendar in share point. Other things that I don't like about share point are the lost of creative control with HTML5, CSS, and jquery. It becomes challenging to implement code without using Microsoft a associated share point designer software. 4. Who long did it take you to become proficient with SharePoint? This might be share points strong point. It only took about two weeks to become proficient with share point. It is a tool that is simple enough that you can become proficient in a short amount of time. 5. How can the CIS administration benefit from using SharePoint? The CIS administration would be able to create workflows, forms, and communicate with students without having to physically be there. For instance, there could be an online calendar for advisement. Also forms that need to be filled out for school could be auto populated and passed from one administrator to the next receiving the approvals necessary without a student having to carry forms all over campus. 6. If not SharePoint, what other software would you prefer to use? I prefer a software made by Atlassian called confluence.

23. Compare and Contrast Google Drive SharePoint Lets users check-in/check-out documents and prevent them from editing them at the same time. Recommended for organizations that have many computer users who needs many resources. Tight integration of Documents, Tasks, and Calendars with the Microsoft Office Suite More complex Has limited permission management, allowing you to only define who can view content and who can edit content on each site. Google Docs will likely cost substantially less to implement than SharePoint. Recommended for quick task such as an Ad-hoc project. Less complex Used for Document Management Efficient for Collaboration Includes chat that allows users to have real time conversations while working on a project

24. Why it would benefit CIS • Currently FAMU uses BLACKBOARD • Which is an effective tool… • What SharePoint will bring to CIS is… • Virtual Collaboration between professors and between students • Document Development • Out-of-class assignments and web hosted classes • Webinars • Online Class Work • Facebook Collaboration* • Mentoring • Online Tutoring • A Supplement to class work and Blackboard

25. Summary • What we discussed: • What SharePoint is and how it works • Capabilities • SharePoint Wheel • User Roles and management of permissions • Compare and contrast • Personal interviews • Why it would benefit CIS

27. References • http://download.microsoft.com/download/d/8/c/d8c39d0d-724a-40fb-9855d4fba7ed7848/SharePointTeamSites_GS_E.ppt • http://office.microsoft.com/en-us/technet/introducing-the-features-of-a-sharepoint-site-HA001142598.aspx • http://technet.microsoft.com/en-us/sharepoint/ee518663.aspx • http://www.ozdox.com.au/Accounting%20DMS.htm • http://www.whatsthepointofsharing.com/2009/11/02/wespcskserver-roles-logical-roles-and-basic-sharepoint-infrastructure/ • http://www.csharpcorner.com/uploadfile/Roji.Joy/sharepoint-roles-and-responsibilities/