Integrating the Power of SharePoint

Session S1.2February 16, 2014

Melissa Holmes and Nicole JonesELON UNIVERSITY

Overview of Our SharePoint Page

• Landing Page• Personal Folders• Libraries• Forms• “Regipedia”• Office Calendar• Search Bar

Personal Libraries

• Can be public, private or shared with specific people

Libraries• Encompass major

work areas in our office

• Use for storage• Everyone has access

and can add information

• Helps us continue to strive to be as paperless as possible

• A place were detailed instructions can be listed for processes

• Special circumstances can be documented and added to the libraries at the time of the incident

Forms

• Electronic processes that have replaced our old paper formats

• All have been created and launched in the last 12 months

Regipedia

• Quick access to crucial processes in our office

• Helps us promote our goal of cross training staff

Office Calendar• Everyone has access• Double click the day to add an event

Search Bar• Quick way to find something

How SharePoint Has Helped

• Has helped to centralize our work

• Keeps office abreast of what is going on

• Quick Reference

• Web based, so accessible from away from office

Part I:Submitting & Processing

Forms in SharePoint

The student process and theRegistrar process.

PART II: Editing Forms in SharePoint

Creating a new view.How to add columns (form field).

PART III: Where to start?

How did they do that?How to start a form from the beginning

PART IV: Workflows

Making the form work for you using automated workflows

Tips for launching into SharePoint Forms

• Make friends with your multimedia/IT/Web department. They are key to teaching you how to connect these forms to your unique website. Show an interest to learn from them rather than asking them to do all the work for you. SharePoint is like a puzzle and exciting to figure out.

• Have all staff in your office well trained prior to launching SharePoint forms so anyone can help guide students/faculty/staff in using the new forms.

• Prior to and upon launching SharePoint forms you cannot overexpress upfront how important it is that the system authenticates by whomever is logged onto the computer. After our launching and seeing several errors in this area we found that demonstrating SharePoint form information given live to all of our academic advisors cut down errors significantly.

• Take time to “play” in SharePoint. Our multimedia department headed up our first two forms and the rest have been created by our office by trial and error. It was very slow going at first but very much worth it now.

• Use online support, join SharePoint webinars, workshops and forums and google your questions when you get stuck. There are lots of resources online.

• Make friends with your multimedia/IT /Web department. I know repeated this one, but I cannot express enough, that I would not have been able to learn the things I have without the mentoring and help of JP Lavoie in our Multimedia Technology Department.

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