Share point pilot meeting presentation

SharePoint Pilot Meeting

Introductions• Shannon Steffes

– Coordinator, GMCS Regional Quality Center• Barry Lambson

– Network Supervisor, Department of Technology• Kutlu Gulamber & Jenny Green

– Guests from Ardham Technologies• SES Staff

SharePoint• Knowledge Management effectiveness &

efficiency• Technology Services effectiveness &

efficiency

Email• A 40 year-old technology• Has become a file-storage system• You have a file you that needs input from

seven people• A technology whose use has not grown with

its capabilities

Email• So you email it to all 7 people• 8 copies are now stored on the server

Email• Those 7 people make their changes and

“reply all”• Now there are 66 copies stored on the server

Email• Additionally, the owner had to combine all 8

documents into one product and email back to the collaborators

• Now there are 73 copies on the server

SharePoint• What if that files existed in one place, and

everyone made their changes directly to the document?

Web 2.0• Increased Server Efficiency

Technology Efficiency• Increased Server Efficiency• Less power consumption• More efficient back-ups• Fewer physical servers• Better central management

Knowledge Management• The Region Quality Center is focused on helping our divisions work smarter, not harder

• Our greatest asset is our human assets and their knowledge

Knowledge Management• Case Study

• Systems Check Data• Old Process = 3.5 weeks• New Process with SharePoint = 30 seconds• Systems Check Data

http://gmcssp01/SPSS/LS/RQCI/Classroom/Forms/AllItems.aspx

Knowledge Management• Knowledge Storage

Knowledge Management

• Collaboration

Knowledge Management• Sustainability

Pilot Phase• Currently testing the

system and developing governance

“There are teachers at my school that I have never seen engaged

in a development session, or excited

about a district project. Those teachers were

clamoring for more information about

SharePoint and wanted to start using it at the school right

away.”

“You guys did a good job of explaining why this

can be useful and why it makes sense. People are starting to play around

with it and already finding ways to improve

the workflow of the school. Not only that, but they see how it will

impact student achievement.”

“The increased efficiency in our work processes has saved us so much time, and with it money, that it

would be hard to think we could ever go

back.”

Objectives• SES Staff will be able to

– Describe a Web 2.0 system, its benefits, and how it differs from Web 1.0

– Describe a Knowledge Management system that uses SharePoint

– Access and navigate the main components of the SES and unit SharePoint sites

– Distinguish knowledge assets from the whole SES staff and those of each unit

– Categorize knowledge asset groups– Determine permissions for each group’s

knowledge assets– Build and use site features

SharePoint Usage• Log -in• Preferred Browser: Internet Explorer

SharePoint Usage• Log-in• http://gmcssp01/SPSS/LS/SES• Username = gmcs\(Novell username)

• Example = gmcs\ssteffes• Password = Regular Password

http://gmcssp01/SPSS/LS/SES

SharePoint Usage• Basic Navigation

SharePoint Usage• Parent Site = Group Home

SharePoint Usage

Breadcrumb= a path of the route you have taken through the site


Back and Forward Buttons

·Just like with internet you can use the back and forward buttons for quick maneuvering.

Top Link Bar

This area is set up as a site is built and can be customized to show anywhere pages connect.


Permanent Parent Link

The “Services for Exceptional Students” Heading is a permanent link to the parent site.


Announcements

This section houses the announcement for all staff.


Alerts

This allows you to receive notifications about any changes to a section of the site by email or RSS


Calendar

This section houses the events for all staff.


Site Content Allows you to navigate main site features

Shared Documents—A place where documents used or archived for use by the entire staff reside


Opening the menu gives options for how to use a document


Sites are used to do the same work, but for individualized groups

SharePoint Usage• Other Pilot Sites

• Chief Manuelito Middle School• Team collaboration

• Crownpoint Middle School• Sustainability and archival information

• Miyamura High School• Process improvement

• Rocky View Elementary• Data Collection

• David Skeet Elementary• Data flow process

• Regional Quality Center• Data collection & Sustainability

• Technology• Active collaboration

Determining Knowledge Assets• Announcements

• How do announcements get delivered to the staff?

• Which/what type of announcements are for the whole staff vs. units?

• Who will post that information?

Determining Knowledge Assets• Calendar Items

• How do events get delivered to the staff?

• Which/what type of events are for the whole staff vs. units?

• Who will post that information?

Determining Knowledge Assets• Documents

What are the documents we all use?

Who owns this document?/Who uses it?/whole staff or unit

What system in in place to collect these docs?/Is it meeting our need?

What system is in place to collaborate on these docs?/is it meeting our need?

Category

Site Build• Announcements• Calendar• Whole Staff Shared Docs• Check permissions of the unit sites• Building unit sites independently

+/∆

SES Staff will be able to• Describe a Web 2.0 system, its benefits, and how it

differs from Web 1.0• Describe a Knowledge Management system that uses

SharePoint• Access and navigate the main components of the SES

and unit SharePoint sites• Distinguish knowledge assets from the whole SES staff

and those of each unit• Categorize knowledge asset groups• Determine permissions for each group’s knowledge

assets• Build and use site features

Business

Share point pilot meeting presentation