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July 10 th , 2013

Donald Donais. July 10 th , 2013. Become One with the SharePoint Site, One Must!. Donald Donais. Defining the SCA and SO Roles Training Working with End Users Break Capabilities within SharePoint Tools Resources Final Thoughts. Agenda.

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July 10 th , 2013

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  1. Donald Donais July 10th, 2013 Become One with the SharePoint Site, One Must! Donald Donais

  2. Defining the SCA and SO Roles Training Working with End Users Break Capabilities within SharePoint Tools Resources Final Thoughts Agenda

  3. Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions User Group Goal / Objectives

  4. WroxPress (www.wrox.com) O’Reilly (www.oreilly.com) MNSPUG Sponsors Dedicated Sponsors Annual Sponsor Benchmark Learning (www.benchmarklearning.com) Avtex (www.avtex.com) Microsoft (www.microsoft.com) softwareOne (www.softwareone.com) SharePoint User Group Support

  5. SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information http://sharepointmn.com Email: sharepoint@sharepointmn.com MN SharePoint Users Group Website

  6. Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792 Twitter tags - @MNSPUG and #MNSPUG Social Networking

  7. Next Meeting August 14th 9:00 AM to 11:30 AM Microsoft’s Business Intelligence Stack – Microsoft’s PJ Johnson Vendor Sponsored Lunch - Axceler Microsoft Technology Center Check www.SharePointMN.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina Upcoming Schedule

  8. Microsoft Webcast Calendar of Events http://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AM http://sharepointshoptalk.blogspot.com/ SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m. http://sharepointmnlegal.com SharePoSH – Online Virtual Event http://www.shareposh.com/Pages/default.aspx SharePoint Tech Conference – August 11th – 14th , 2013 Sheraton Boston, Boston, MA http://sptechcon.com SharePoint Saturday Twin Cities – October 12th, 2013 Normandale Community College, Bloomington http://www.spstc.com/ Anything Else? Local and Online Events

  9. MNSPUG Discounts • SharePoint Tech Conference August 2013 • Save Extra $200 by using Code Word SPUG • O’Reilly Publishing • User Group Members receive a %35 discount on Wiley ebooks • Code DSUG35

  10. Evaluations & Giveaways!

  11. Presenter

  12. Introductions Donald Donais • SharePoint Consultant • Father & Drummer • @dondonais • http://talesfromitside.wordpress.com

  13. Defining Site Collection Admin and Site Owner Roles

  14. Site Collection Administrator Defined SharePoint Perspective • Full Control within the Site Collection • Adjust settings within the Site Collection • View, Add, Delete and Change all Content within sites in Site Collection • Modify Permissions within Site Collection Business Perspective • Typically from IT/Very Knowledgeable Business User • Understands Organizations Governance and Helps Implement • Help to Promote Collaboration Tools to Site Collection (Depending Upon Size of Org.) • Has Access to All Content within Site Collection (?)

  15. Site Owner Defined SharePoint Perspective • Full Control within the Site and Sub-sites • Adjust settings within the Site and Sub-sites • View, Add, Delete and Change all Content within Site and Sub-sites • Modify Permissions within Site and Sub-sites Business Perspective • Business User Embedded in Department • Understands the Department Content and Processes • Ensuring Site Content is Managed Properly Over Time • Focus of Implementing Business Focused Solutions • Help Train the End Users • Help When Requesting Permissions

  16. What does Full Control Mean? • Apply Style Sheets • Create Groups • Browse Directories • Use Self-Service Site Creation • View Pages • Enumerate Permissions • Browse User Info • Manage Alerts • Use Remote Interfaces • Use Client Integration Features • Open Personal Permissions • Edit Personal User Information • Manage Personal Views, Web Parts List Permissions • Manage Lists • Override List Behaviors • Add, Edit, Delete, View, Approve, Open Items • View and Delete Versions • Create Alerts • View Application Pages Site Permissions • Manage Permissions • View Web Analytics Data • Create Subsites • Manage Web Site • Add and Customize Pages • Apply Themes and Borders

  17. OOB Capabilities and Governance – Site Owner • Dichotomy Between OOB Capabilities and Organizations Governance for Site Owner

  18. What does adjusted Full Control Mean? • Apply Style Sheets • Create Groups • Browse Directories • Use Self-Service Site Creation • View Pages • Enumerate Permissions • Browse User Info • Manage Alerts • Use Remote Interfaces • Use Client Integration Features • Open Personal Permissions • Edit Personal User Information • Manage Personal Views, Web Parts List Permissions • Manage Lists • Override List Behaviors • Add, Edit, Delete, View, Approve, Open Items • View and Delete Versions • Create Alerts • View Application Pages Site Permissions • Manage Permissions • View Web Analytics Data • Create Subsites • Manage Web Site • Add and Customize Pages • Apply Themes and Borders

  19. Determining Site Owner Capabilities - Governance Factors When Deciding Site Owner Capabilities • Amount of Effective Training Available • Overall Support for Site Owners – SharePoint BA’s Available? • What is their Time Allocation for SharePoint? • What can the Group Handle – Honestly?

  20. Training

  21. Factors When Training • Training Modalities • Classroom Hands On • On Line (Instructor Lead) Hands On • On Demand Video • Lunch and Learns • Training Levels to Account for • General SharePoint Training • Organization SharePoint Training • Departmental/Project SharePoint Training

  22. SharePoint Site Owner & Site Collection Admin Objectives • Creating SharePoint objects within and below their site • Create or upload new content into SharePoint • Utilize content manage features within SharePoint • Manage SharePoint Permissions • Understand how to use Office with SharePoint • Manage SharePoint Site or Site Collection features • Understand and Configure SharePoint Web Parts • Understand and Configure SharePoint Built in Workflows • Understand My Sites

  23. Considerations When Training • Many Training Providers Can • General Classes not customized to your organization Governance • Can do Customize Training ($$) • On Site Training In Your Environment ($$$) • Site Owners Playground • Create Separate Branded Site Collection • Use My Site Content Areas • Breakdown Content Into Smaller Segments • Beginning, Intermediate and Advanced Topics • Give Opportunities to Take Class and Refresher If Needed

  24. Training Resources • Create a Resource Area • Record the Training Sessions and Post in Resource Area • Productivity Hub • SharePoint 2010 - http://bit.ly/15vlEPy • SharePoint 2007 - http://bit.ly/1dgNBvr • Microsoft Online Help • Training Courses (All Versions) - http://bit.ly/13KUple • Office Support Search - http://bit.ly/oVLEG9

  25. Additional Training Options • InfoPath – Custom Form Design • SharePoint Designer – Custom Web Part and Workflow Designer • Visio – Data Connections and Diagram Creation • Excel – Graphs, PowerPivot, PowerView • Access – Access Basics

  26. Working with End Users

  27. Who is an End User? • SharePoint Site Users • Departmental Employees • Project Members • A.K.A. – Content Owners • Have Contribute Permissions • Add, Edit, Delete, View, Open Items • Manage Versions • Create Alerts

  28. End User Adoption • There Is One Inherit Truth about SharePoint End Users They Do Not Care About SharePoint!

  29. End User Adoption • Business Productivity – Very Important • Same Time • Streamline a given Process • Give Them “Quick Wins” • Make Sure To Not Hit Them Over the Head • Multiple Features Introduced Simultaneously • Multiple New SharePoint Solutions • Make Sure to Listen to their Needs • What is the Pain Point and how to solve the issue

  30. End User Training • Site Owners Can Identify Power Users to Help Train • Train to Help Introduce New Features Being Released • Hands on Experience always trumps Lecture Style Training • Keeping to Out of the Box Solutions Minimizes Training Need • Make Sure to Have Follow-Up Content Available • Create Productivity Hub Roadmap of Content • Make Available Recorded Versions of Trainings

  31. End User Training Objectives • Navigate Around the SharePoint Environment • Create or upload new content • Utilize content manage features • Making the most out of SharePoint and Office Integration • Utilize social networking features

  32. Break

  33. Capabilities within SharePoint

  34. Site Owner Capabilities • Primarily Centered Around • Site Creation • List and Library Creation and Modification • Site Content Types • Site Columns • Navigation • Site User Alerts • Site Features • Axillary Capabilities • Term Store Management • Site Usage/Web Analytics

  35. Site Collection Administration Capabilities • All SCA Capabilities are Found at Top Level Site • Primarily Centered Around • Site Collection Site Content Types • Site Collection Site Columns • Overall Master Page and Page Layouts • Search Settings • Audit Logs and Reports • Site Collection Features • SharePoint Designer Settings Axillary Capabilities • Usage, Storage Metrics/Site Collection Web Analytics

  36. Site Owner and Site Collection Administration Capabilities Demo

  37. Tools

  38. SharePoint Related Tools • SharePoint Designer • 2007-2013 versions • SPD Version = SharePoint Version • Enhanced Features Around Web Parts Customizations and Complex Workflows • InfoPath • 2007 – 2013 versions • Create Web Based Forms (tied to Enterprise Version) • SharePoint 2010 and 2013 can Modify Edit and Entry Forms • Information Can be Submitted and Retrieved from SharePoint • Rules/Conditions/Views – Display Different Information

  39. SharePoint Related Tools Continued • Access Services (2010 and 2013 Enterprise) • Add Access Database into SharePoint • Access 2010 or 2013 used to Create or Modify • Can also Create within SharePoint • Need to have Landing Page **Important to Note for SharePoint 2013 Access Services • This Feature Requires SQL 2012 • Access Services will create an Accompanying SQL Database • Visio Services (2010 and 2013 Enterprise) • Create Visio Diagram and Connect to SharePoint or Database Content • Transform Diagram into interactive Web diagram

  40. Other Tools • SharePoint 2010 Generator – Creates .thmx • http://bit.ly/12XFWAr • SharePoint 2013 Color Palette Tool – Create .spcolor • http://bit.ly/12XSROn • Harmon.ie for Outlook Application • http://bit.ly/15dh1rk • AxcelerViewPoint for SharePoint • http://bit.ly/1aa95u4

  41. Modify List with InfoPath AxcelerViewPoint Demo Demo

  42. Resources

  43. SharePoint Users Groups • External Users Groups • MNSPUG or Legal Users Group • Internal Users Group • Organize Internal Users Group • Meet Regularly • Have Members Present About their Sites • Open Forums to Help Network

  44. Websites • Nothing But SharePoint • https://www.nothingbutsharepoint.com/ • SharePoint Community • http://sharepoint-community.net/ • Wesley Preston Blog Site • http://www.idubbs.com/blog/ • Sarah Haase Blog Site • http://sarahlhaase.wordpress.com/

  45. Final Things to Remember • When working with web parts • Delete a Web Part on the page, do not ever close! • ?contents=1 (access Web Part Maintenance Page) • When in doubt use Out of the Box first and then a Tool if needed • When Creating Sites will need • User Friendly and URL Friendly • When Creating Lists, Libraries, Columns, Content Types • Use URL Friendly • Modify after being created Whenever possible DO NOT USE FOLDERS (A.K.A REPLICATE THE FILE SHARE)!

  46. Please Fill Out Evaluations Drawings for Giveaways Today’s Presenter: Donald Donais Last But Not Least

  47. Thanks for coming!

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