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Information Technology

Learn about the structure, access levels, security, and content management of the Intranet using SharePoint. Explore how to create, modify, and delete items like lists, links, and minutes of meetings.

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Information Technology

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  1. Information Technology SharePoint – Mission Site Training

  2. Presentation Goals: Acción contra el Hambre Intranet = SharePoint Overview Mission Site Overview Content Management Security Access Level

  3. Presentation Goals: Acción contra el Hambre-Spain Intranet=SharePoint Overview Mission Site Overview Content Management Security Access Level

  4. SharePoint = Intranet • SharePoint is the software used to create the Acción contra el Hambre-Spain Intranet • Acción contra el Hambre-Spain Intranet is a web application accesible worldwide using a browser like: Internet Explorer, Mozilla Firefox… • To Logon is necessary an username/password. SharePoint and Gespra share the same username/password  • To access SharePoint you should browse to: https://intranet.acf-e.org and login with your username and password. • Any doubt, please contact with your Logistician Referent at Field level.

  5. SharePoint/Intranet main blocks The Intranet has a tree structure. -These are the main blocks/sites in the Intranet. -All of them contain all the information inside the Intranet. It is important to know them to understand where is or should be the information. -Not everybody have access to all information, it is possible to grant read access, write access or not access to the information, depending on the needs.

  6. SharePoint main blocks All SharePoint web pages have links to jump to the main blocks on the top This is the Intranet main web page  browse to: https://intranet.acf-e.org and look around !!

  7. Presentation Goals: Acción contra el Hambre-Spain Intranet=SharePoint Overview Mission Site Overview Content Management Security Access Level

  8. 1-Go to: https://intranet.acf-e.org2-Click on Missions SharePoint - Missions Site You can use any link to go to Missions Site where you will jump to each Mission Site. Click to go inside each Mission Site Or Click on country in the map

  9. Mission Site Content Diagram Before to access to a Mission Site let me show you the common structure created for all missions. There are different security access levels that I will explain you later.

  10. Mission Site Different elements • Mission Site has 4 kind of elements with similar way to manage the content: • List: are collection of data, like Links, Minutes of Meeting… • Documents: are files and folders (as everybody knows) • Calendar: are similar to outlook calendar but online • Contact list: very similar to outlook contacts but shared • We will see how to use them, how to Create / Modify and Delete items. • Moreover we will see different ‘Actions’ available with the elements, like subscribe, export, connect to Outlook…

  11. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Mission Site web page structurehttps://intranet.acf-e.org/mi/pn/default.aspx Links to Intranet main blocks Search engine Functionalities data preview Main content Links to site functionalities Links to site functionalities Main content

  12. Presentation Goals: Acción contra el Hambre-Spain Intranet=SharePoint Overview Mission Site Overview Content Management Security Access Level

  13. We will see how to create / modify and delete items. Kind of Elements Lists Relevant Links Minutes of Meetings Documents Calendar Contact Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  14. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Lists (Relevant Links and Minutes of Meetings) What’s a List? It’s a collection of structured information. For Example: A Minutes of Meetings is composed with the fields: Meeting Date, Attendees and Content. In this Lesson, I will show you how to: Create / Modify / Delete a Link and a Coordination Minute of Meetings. Mission Announcements are shown on site web page.

  15. We will see how to create / modify and delete items. Kind of Elements Lists Relevant Links Minutes of Meetings Documents Calendar Contact Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  16. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Lists (Relevant Links) What’s Relevant Links? We use this element to link to documents, pages, folders… inside SharePoint and outside our Intranet too. Example: We can create a link to a donor policy web page, and this way to shared it with our staff in the mission, HQ, Acción contra el HambreIN… Let’s start !! Just click on: Relevant links

  17. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Select the Mission 4-Click on Relevant Links Lists (Relevant Links) – Create Relevant Links Steps: -Click on New Item -Relevant Links: New Item will show, just fill in the information and click on save Created !!

  18. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Select the Mission 4-Click on Relevant Links Lists (Relevant Links) – Edit Relevant Links Steps: -Click on Edit icon -Change the information and click on save Updated !! Updated !!

  19. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Select the Mission 4-Click on Relevant Links Lists (Relevant Links) – Delete Relevant Links Steps: -Click on Edit icon -Click on Delete Item Deleted !!

  20. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Select the Mission 4-Click on Relevant Links Lists (Relevant Links) – Actions with Relevant Links Export List content to an Excel file You can subscribe to the list with a RSS reader Send the link by e-mail

  21. We will see how to create / modify and delete items. • Kind of Elements • Lists • Relevant Links • Minutes of Meetings • Documents • Calendar • Contact Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  22. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Lists (Coordination Minutes of Meetings) What’s Coordination Minutes of Meetings? We use this element to create Minutes of Meetings regarding Coordination Meetings. Management of Coordination Minutes of Meetings and Base Minutes if Meetings are the same. Let’s start !! Just click on: Coordination Let’s start !! Just click on: Coordination

  23. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Coordination Lists (Coordination Minutes of Meetings) – Create a Minutes Steps: -Click inside the box to show the menu -Click New Item -Fill in the fields -You can attach files with: -Click on OK to save Created !!

  24. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Coordination Lists (Coordination Minutes of Meetings) – View a Minutes What about to view Minutes of Meeting content? From Minutes of Meeting – Coordination page is not possible to display it. How can I see again the content?? Very easy !! -Click on view icon Content !!

  25. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Coordination Lists (Coordination Minutes of Meetings) – Edit a Minutes Steps: -Click on Edit icon -Update the information and click on OK to save Updated !!

  26. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Relevant Links Lists (Coordination Minutes of Meetings) – Delete a Minutes Steps: -Click on Edit icon -Click on Delete Item Deleted !!

  27. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Relevant Links Lists (Coordination Minutes of Meetings) – Actions with Minutes Edit content directly on interface (MS Access needed) Export List content to an Excel file You can subscribe you to the list with a RSS reader You can personalize an alert (by e-mail) that SharePoint will send to you when something (change, delete…) Action Menu is used to extra functionalities with the List. Every list have this menu, you will be able to add Alerts, subscribe to RSS, export to excel. Try it !!

  28. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Relevant Links Lists (Coordination Minutes of Meetings) – Actions with Minutes Editcontentdirectlyon interface (MS Access needed) Export List content to an Excel file You can subscribe you to the list with a RSS reader You can personalize an alert (by e-mail) that SharePoint will send to you when something (change, delete…) Action Menu is used to extra functionalities with the List. Every list have this menu, you will be able to add Alerts, subscribe to RSS, export to excel. Try it !!

  29. We will see how to create / modify and delete items. • Kind of Elements • Lists • Relevant Links • Minutes of Meetings • Documents • Calendar • Contact Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  30. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Documents What’s Documents? Document meaning is not different as you know. A Document is a file with information. Tipically Office files, Zip Files.. Office files are editable directly from SharePoint without need to download, modify it and upload it again. SharePoint Document limitation is: 25 MB per file. Most of Mission Site elements are Documents. Inside you can upload/download files and create folders. We will learn with Policy and Strategies. Let’s start!!

  31. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Policy and Strategies Documents (upload files) Steps: -Clik on Upload Documents or Upload Multiple Documents (only with Internet Explorer. -Select the file/s to upload and click on OK Remember: max 25 MB per file. Updated !! Updated !!

  32. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Policy and Strategies Documents (Edit/delete/rename files) To dowload the file Just click on the filename To rename it Action menu is available on Documents too To edit it To delete it

  33. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Policy and Strategies Documents (Folders and Links) Link to a documents is similar to windows shortcut. Introduce the file URL and a Name. Click on Folder to create it. We recommend not create more that 2 levels. If you exceed the SharePoint limit, you will not able to edit directly files.

  34. We will see how to create / modify and delete items. • Kind of Elements • Lists • Relevant Links • Minutes of Meetings • Documents • Calendar • Contact Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  35. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Calendar What’s Calendar? It’s an On-line Calendar very similar to Outlook Calendar but you can share appointments with our partners. It’s possible to attach to our Outlook to read the Calendar information from Outlook. Calendar appointments can be managed directly with a internet browser.. From Mission Site main page, you can see a fast calendar view. Click on Calendar title to access Calendar information.

  36. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Calendar Calendar (create an appointment) Steps: -Click on new -Fill in the information -OK to save Created !!

  37. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Calendar Calendar (edit/delete an appointment) You can change Calendar view as you need Steps: -Click on date -Click on Edit / Delete as you need -Edit the information -Ok to update

  38. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Calendar Calendar (Connect to Outlook) Steps: -Click on Actions / Connect to Outlook -You will advised about to allow connection -You should to supply your username and password

  39. We will see how to create / modify and delete items. • Kind of Elements • Lists • Relevant Links • Minutes of Meetings • Documents • Calendar • Contacts Note: I’m using Internet Explorer 9 (you can use any other browser as Mozilla Firefox but maybe you will not have all funcionalities available) and PanaYa Mission which it could be used for training propose by Acción contra el Hambre-Spain Missions users

  40. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission Contacts What’s Contacts? It’s an On-line Contact list very similar to Outlook Contacts but you can share dates with our partners. It’s possible to attach to our Outlook to read the Contacts information from Outlook. Contact list is displayed on Mission Site main page. Click on name you will see contact list information. - Click on Site Contents - Contact List title to access Contact information.

  41. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Calendar Contacts (create a contact) Steps: -Click on new -Fill in the information -OK to save Created !!

  42. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Contact List Contacts (View/Edit/Delete a contact) -Click on View to show all contact information. -Edit item to update it -Delete item to remove it Update !!

  43. 1-Go to: https://intranet.acf-e.org 2-Click on Missions 3-Click on PanaYa Mission 4-Click on Contact List Contacts (Connect to Outlook) Steps: -Click on Actions / Connect to Outlook -You will advised about to allow connection -You should to supply your username and password

  44. Presentation Goals: • Acción contra el Hambre-Spain Intranet=SharePoint Overview • Mission Site Overview • Content Management • Security Access Level

  45. Security Access – By Default… All content • Mission - Read/Write • HQ Madrid - Read/Write • Delegations - Read/Write • Acción contra el Hambre – Read Except... Mission/Management/Security • Acción contra el Hambre - Read • HoM / CoodLOG / Desk's / HR-HQ / Ref LOG HQ - Read/Write -01-Incidents (It’s a folder inside Security) • HoM / CoodLOG / Desk's / Ref LOG HQ - Read/Write • HR-HQ – Read -02-Security Plan (It’s a folder inside Security) • Acción contra el Hambre - Read • HoM / CoodLOG / Desk's / Ref LOG HQ - Read/Write

  46. Security Access – By Default… Human Resources Content HR MissionHR-HQ / C.Admin - Read/Write -01-Internal RegulationsAcción contra el HambreIN - ReadC.Admin / HoM / HR-HQ - Read/Write -02-Salary ScaleC.Admin / HoM / HR-HQ / Gestora Financiera Mi HQ / Resp. Fin Mi HQ - Read/Write Expatriates Management • Acción contra el Hambre – Read • HR-HQ / C.Admin - Read/Write -01-Advances on SalaryHR-HQ / C.Admin - Read/Write -02-BreaksHR-HQ / C.Admin - Read/Write -03-Recuperation TimeHR-HQ / C.Admin - Read/Write -04-Paid LeavesHR-HQ / C.Admin - Read/Write -05-Job DescriptionAcción contra el Hambre - ReadC.Admin / HoM / HR-HQ / GGM Mission - Read/Write 06-Performance AppraisalHoM / HR-HQ - Read/Write 07-Pay Slips and ContractsHR-HQ / C.Admin - Read/Write 08-Curriculum VitaeHoM - ReadHR-HQ - Read/Write • National Staff Management • HoM / GGM Mission - Read • HR-HQ / C.Admin - Read/Write • -01-Job Description • HoM / Coordinadores / HR-HQ / GGM Mission - Read/Write • -02-Performance Appraisal • HoM / C.Admin / HR-HQ - Read/Write • -03-Curriculum VitaeHoM / C.Admin / HR-HQ - Read/Write

  47. Security Access – By Default… Training Content Presentation and Training MaterialsMission - Read/Write HQ Madrid - Read/Write Delegations - Read/Write Acción contra el Hambre – Read -01-Mission Training Plan Executive Director HoM / HR HQ / TR HQ / Desks – Read/Write -02-Workshops -03-Training Materiales Mission - Read/Write HQ Madrid - Read/Write Delegations - Read/Write Acción contra el Hambre – Read

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