An Overview of D11’s SharePoint Implementation

for Tech Support Staff

Implementation• Internet

• Master pages/templates have been completed• All content has been migrated except for some special areas (e.g., Production Printing, FM

scheduler, Staff directory, …)• Ultimately, remove the need to log in except for web authors

• Teacher Sites • Completed initial and revised versions along with testing• Approximately 150 teacher sites currently at 8 sites• Teacher sites v3 slated for fall release – teacher sites with training will be made available to

all in Aug 2012 (site-based decision to use or not)

• Intranet• Recently deployed• Content is currently being migrated by Pat• Departments up next to migrate their content• Additions/Opportunities: team collaboration sites for individual divisions, departments, etc.• Go live date: 1 Aug 2012

• School Sites• Recently deployed • All school webmasters will have completed initial training by May 11• Consultant is available to assist• Go live date: 1 Aug 2012

SharePoint Information Architecture

Web App Level Internet Intranet

BOEInstructionIT – NS – NS

PrincipalContactsStaff

ClassesCalendarDrop boxDiscussions

Schools

Site Collection Level

Sites, Sub-sites, and Pages

IT – ADS – TS – etc. Instruction – Science – Math – etc.

AudubonHolmesCoronado

Internet Sean WybrantJen UrySharon Milito

Current Intranet

Teachers

Multiple Servers in Prod, Test, and Dev Environments, IIS, …

Team collaboration sites by Dept: – LRS – Coronado HS – Social Studies -- Elementary Social Studies – etc.

Team collaboration site collections by Division: – Superintendent – Instruction – Technology – etc.

Green shading indicates anonymous access

Content OrganizationSharePoint Database: It’s there, but it’s not obvious to end users!

Web Parts

Lists– Announcements– Calendars– Discussions

– Libraries

Libraries– Documents– Pictures– Wikis

Recycle Bin

Navigation

• D11 Custom Navigation• D11 logo• School logo

• Global (top) navigation

• Quick Launch (left) navigation

• Breadcrumbs

• Site Actions View All Site Content

• Customizing navigation:

Site Actions Site Settings Navigation

PermissionsWARNING! WARNING! WARNING!

• Three primary levels (in addition to anonymous access): • Owners – full control• Members (Students) – contribute permissions• Visitors – read only permissions

• Others:• Service Accounts – users and support staff should NEVER delete!!• Others: Style resource readers, designers, …• D11 Custom levels – Example: web admin

• Inheritance and customizing permissions

Caution: Permissions on this SharePoint site seem simpler than they really are!!

Teacher Site Design/Functionality1. Teacher Homepage – anonymous access2. Class Sites – accessible only by teacher and students3. Calendar4. Announcements5. Shared libraries6. Discussions7. Assignments8. Drop box9. Alerts10. Multimedia11. Other OOTB functionality: Blogs, Wikis, Surveys12. Quotas

Webpage Creation/Design in SP 2010

• SharePoint Ribbon• Publishing vs. Non-publishing sites• Check-in/Check-out • Web parts• D11 Style Guide

Information/Document Management• Adding, deleting, recovering files from recycle bin• Multiple file upload• Opening SP libraries in Windows Explorer• Connect to Office• Connect to Outlook• Manage Content and Structure (via Site Actions)• MS Office Web Apps• Versioning• File and upload size considerations• Using SharePoint to replace network drives (e.g.,

u:, r:, s:)

Browsers

• Use IE whenever possible• Firefox, Chrome, Safari are typically OK for

viewing, but not so good for SP web design, document management, etc.

• Necessary add-on: Silverlight• User may be prompted to enable Active X• 64-bit browser limitations – avoid them!

Known Issues/Bugs• Bug: Cannot open libraries in Windows Explorer in

Windows 7 (Internet and Teacher web apps only)• Bug: Cannot connect libraries to Office in Windows 7

(Internet and Teacher web apps only)• Issue: Multiple authentication screens

• Fix: Add *.d11.org to Local intranet (IE security)

• Issue: Some formatting tools in ribbon are unavailable• Fix: Enable Active X across domains (IE custom security level)

• Issue: Cannot easily embed some video formats• Fix: None, but consultant is working on it

• Issue: SharePoint modifies HTML code added by user• Fix: None.

Support Procedures• Tier 1

• Currently: Pat, Dan, Brian, and Tom• Future Plans?

• Tier 2 • Currently: Pat, Dan, Brian, and Tom• Future Plans?

• Tier 3• Brian, Dan, Pat

• SharePoint Intranet Site will house FAQs, additional support information, video tutorials, walk-through documents, etc.

Questions?