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SharePoint
Introduction to the Nevada SharePoint Sitehttps://nrcs.sc.egov.usda.gov/west/nevada/default.aspx
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Better Way/Communication
Will SharePoint meet our needs for sharing information & Tracking Action items?
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What is SharePoint?
• Collection of tools to improve user and team productivity by providing workspace for team projects, posting documents and tasks and a discussion site
• Web based – updates as we input information.
• Secure – team members must be added and permissions can be set as needed
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• Makes information sharing more effective by providing a central location for sharing information, managing schedules and workflow
• Facilitate decision-making processes
• Can be set to alert you to additions or changes to your site
• Agency is allowing states to “go with it”, we have the freedom to set it up to meet our needs
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• Entrance page for Nevada employees -
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Specific groups or teams can be added as needed:
• Management
• Admin
• Programs
• Soils
• Engineering
From the main page ~ we can break out to other sections
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Events on the Calendar
Clicking on the Soils link
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Events (for the Calendar) can show up as a list ~
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In Calendar view ~
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• Task pane give you more options – export/Link to Access, Excel• Link to Outlook ~ one way, after upgrades it will link both ways
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When you input your calendar items, you can create a web for your conference or meeting. (the little colored icon indicates a web created)
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• Creating a new web gives your team a place to share documents and a central location for all information pertaining to the workshop, project, etc…
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Advantages
• Share documents
• Input comments but still retain original
• Can access, view, comment on documents in short notice
• Set permissions as needed
• Can set alerts to be notified when changes are made
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• On your sections main page – you can customize announcements
• Open discussions
• Tasks can be assigned and tracked
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Tasks
• Items can be entered, assigned & tracked
• Datasheet can be customized as needed
• Alerts can be set
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Two task lists created for Nevada and National Registers
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• Columns can be added
• Can be linked to excel
• Charts and reports can be created
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SharePoint OverviewLists –
• Announcements – share news, status and other short bits of news or information.
• Events – calendar-based view of upcoming meetings, deadlines
• Custom list in datasheet view – specify columns – opens in spreadsheet-like environment for easy data entry, editing and formatting.
• Tasks – Create a tasks list to track work items • Gantt view format : Shows bar graph with start date,
milestones, percent complete and finish date. Allows visualization of a project plan and schedule of tasks.
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• Shared Document Workspaces- allows multiple users to collaborate and work on the same document, with versioning capabilities to track changes
• Discussion or Blog sites – for comments and input regarding your group’s specific issues
Overview
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SharePoint• Once you get in there, it is easy to
understand
• It is the direction the Department is going (they are not exactly sure how)
• They are allowing us to find how it works best for us -
• Work with it - find out what works for you
• Experiment with the features
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Considerations
• Permission levels ~ reader, web, admin
(access, data entry, site creation)
• Contact person ~ each section can be responsible for
Departmental information, update and postings • Calendars ~ for all action items/due dates or separate
calendars for each department?