Discussion Groups on Sharepoint some lessons learnt

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Discussion Groups on Sharepoint some lessons
learnt

• Janet White
• e-Communications Team
• Metropolitan Police Service, New Scotland Yard
• janet.white_at_met.police.uk

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Summary

• Aim of the Project
• Skills and Resources
• Problems encountered
• Some solutions
• Lessons learnt
• Next Steps

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Project Aim

• To move MPS Special Interest discussion groups
  (SIGs) to Sharepoint
• SIG messages posted in Outlook Public folders,
  viewed via the Intranet browser

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Sharepoint

• To improve management of electronic information
• Operating alongside MPS Intranet
• Discussion Boards for SIGs (Special Interest
  Groups)

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Skills and Resources

• Sharepoint Team Technical support/advice
• e-Communications (Intranet) Team SIG Site
  Collection rights
• Training
• Financial constraints

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Basic creation of Discussion Board

• Site Actions gt Create gt Discussion Board
• Option to add to Quick Launch (navigation menu)

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Issues

• Management control (SIG Owners)
• Default Discussion Board Open to all
• Closed and Moderated SIGs
• Discussion board information
• Default welcome message
• User feedback

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Solutions

• Permission levels
• Permission Groups
• Versioning control for Moderated SIGs
• Web part on Discussion Board

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Permission Group e.g. CARERS SIG MANAGER GROUP
members SIG Manager and Deputies
Permission Level SIG Mngr rights add,
delete, approve, manage permissions
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Permission Group CLOSED SIG NAME SIG MEMBERS
GROUP members users being given access Group
Owner NAME SIG Manager Group
Permission Level rights contribute
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SIG Member Permissions

• People and Groups gt New Group e.g. Name SIG
  Members
• SIG Members Group Owner - Name SIG Managers
• Contribute rights View, add, update and
  delete

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Applying Permissions

• Create Permissions Groups
• Create Discussion Board
• Default all permissions inherited
• Disinherit other Permission Groups
• Discussion Board settings gt Permissions for this
  Discussion Board

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• Select all de-select those that apply
• Remove permissions
• Relevant SIG Manager and SIG Member Groups remain

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Moderated SIG

• Versioning Settings option
• SIG Mngr Permissions include approve items
• Message pending until approved
• Option for Approver comments

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Web part

• Static information - edited separately
• Include links to Intranet site and e-mail
• Accessed from Site Actions menu
• Content Editor web part
• Rich Text Editor (Word formatting)

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Lessons Learnt

• communicating business/user requirement to
  technical support team
• Understanding technical skills available
• Sharepoint permission levels
• Managing management expectations
• Identifying risks funding commitment

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Next steps

• Proof of concept testing
• User Feedback
• Help pages for SIG Managers/Users
• Workflow for SIG application forms
• Setting up SIGs
• . . . go live?

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Summary

• Teams working together
• Learning Curve
• Problems resolved

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janet.white_at_met.police.uk