Cathy Yandow
University of Vermont Extension
Webmaster & Communications Professional
Thursday, May 22, 2014
National Extension Technology Community Conference
KSU / Manhattan, Kansas
Kisan Call Centre - To harness potential of ICT in Agriculture by answer farm...
How Do You SharePoint
1. How Do You SharePoint?
Cathy Yandow
University of Vermont Extension
Webmaster & Communications Professional
Thursday, May 22, 2014
National Extension Technology Community Conference
KSU / Manhattan, Kansas
2. Why SharePoint?
Periodic requests for data transfer/archive between
offices
SharePoint reduced time spent strategizing other
solutions = improved productivity
Security and control over access created by targeted
permissions (member, owner, visitor, group)
Centralized document & data collection,
management, archiving
Provides communications & collaboration for a
dispersed workforce -- bridges the “geography gap”
3. SharePoint @ UVM
2004 original installation at UVM
March 2013 -- upgraded to SharePoint Foundation
2010
Maintained by UVM IT, Enterprise Technology
Services (ETS)
Possible update to version 2013 – depends on
outcome of institutional e-mail/calendar client
replacement decision in 2014
4. UVM Extension At-A-Glance
State Dean’s Office, Burlington, Vt. (main campus)
Offices in 11 of Vermont’s 14 counties
200+ employees
2 IT support staff
3 Media Team (web/communications) staff
6. Keep SharePoint Simple
Some users may find SharePoint confusing, use basic
features, minimize support needs:
People & Groups
Customize access permissions
Quick launch & top link bar for navigation
Libraries & folders
Themes/colors (variety when managing multiple sites)
* Limited use of workflows, modules/forms, surveys, project tasks,
issue tracking
7. Examples
“Sandbox” (on-the-fly projects)
Workshop presentation collaboration
Photos
Crisis management – Hurricane Irene, 2011
Various other data management uses
8. Build a “Sandbox”
Create a workspace on-
the-fly for other users in
your organization who
might not feel
comfortable setting up a
site on their own
Customize member,
owner, visitor
groups/permissions
Set up document library
9. ROPS* & Vt. AgrAbility
“Needed it yesterday”
Staffing change created need for document & resource
transition to PI & admin staff in another office
Files too large for e-mail, FTP
Documents in one location – reports, surveys,
spreadsheets, PowerPoint files
Consultant set up with “member” credentials allowing her
to “contribute” only
PI & AA set up as “owners” with full control of site
* Rollover Protective Structures project
10.
11. Teaching
Collaboration – 2012 professional development
conference presentation
Develop topic outline & assignments (Word)
Create sections of presentation in PPT, upload & merge
12.
13. Annual Report
Photos for yearly Annual
Report & display
Easy file upload – one photo
or multiple
View thumbnails, photo
details:
File type & size
Description – becomes
caption
Photographer attribution
14.
15.
16.
17. Crisis Information Management
New England’s challenging
geography:
Mountains, valleys, rivers
“you can’t get there from
here”
Few direct routes between
points
Towns, roads, railroads
parallel rivers
http://www.vpr.net/community/gallery/157/, GMRC
20. Hurricane Irene, August 27-28, 2011
Waterbury, Vt. -- Vt. Agency of
Agriculture, Food & Markets (VAAFM)
offices & network flooded
Widespread damage to fields and
farms in central and southern Vermont
UVM Extension response coordinated
with:
VAAFM
Farm Service Agency
Natural Resource Conservation Districts/Vt.
Association of Conservation Districts
Flooding on Main Street, Waterbury, Vt.,
August 2011, from “Rebuild Waterbury.”
21. Vt. Farm Disaster Response
Single repository for:
• Centralized paperwork management*
• Farm damage assessment outreach
materials:
– Library of printable forms
– Resources
– Crop damage reporting requirements
– Recovery guide
– Unemployment information
– Soil testing information
UVM Extension Equine Specialist
Betsy Greene coordinating
delivery of emergency feed to
horse owners in Rochester, Vt.
* Forms collected using
laptops and iPads
22. Vt. Farm Disaster Response
• On-site completion & collection of forms
• Confidential location for farmer paperwork –
easily uploaded for review by VAAFM and
transfer to FSA – assigned guest account
credentials
• Spreadsheet-based data sets:
Catalog requests for – and donations of -- farm
supplies, money, manpower
• Team discussions
• Conference call notes
23.
24. Additional Uses
Media (web) Team data sets
Departmental accounts
Social media account details
Operations/policy & Internal Resources
Dean’s meeting minutes & agendas
Strategic planning documents
Diversity Team
Faculty reappointment dossier management
25. Summary
Solution for dispersed colleagues & workgroups
Easier collaboration = improved productivity
Potential for less impact on other IT/Web Resources
Use of an existing system = less time spent
brainstorming other ways to transfer/share data
More time invested in actual project work
Internet Explorer provides optimum functionality
Let SharePoint help you work smarter, not harder!
26. Cathy Yandow
Webmaster & Communications Professional
cathy.yandow@uvm.edu
802-656-0319
UVM Extension State Office
23 Mansfield Avenue
Burlington, VT 05401-3323
Notas do Editor
New England Geography is hard to navigate.
Mountains, valleys, rivers/streams common
Few direct routes between points giving rise to the expression, ‘you can’t get there from here.’
Towns, railroads, services set up along rivers.
This idyllic landscape caused the streams and rivers to turn to deadly torrents when ‘Irene’ unleashed endless rain and wind.
Waitsfield, Vt. in the Mad River Valley on August 30, 2012
Transition to next slide while talking about ‘you can’t get there from here’