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Discussion Groups on Sharepoint – some lessons learnt

Learn about the project aims, encountered problems, provided solutions, lessons learned, and next steps of implementing discussion groups on SharePoint at MPS. Explore the skills and resources required, issues faced, and the detailed solutions applied for better management of electronic information.

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Discussion Groups on Sharepoint – some lessons learnt

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  1. Discussion Groups on Sharepoint – some lessons learnt Janet White e-Communications Team Metropolitan Police Service, New Scotland Yard janet.white@met.police.uk

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

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

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

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

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

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

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

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

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

  11. 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

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

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

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

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

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