Information Technologies
IT Governance SharePoint Site
Member Guide
Date: 03-Mar-2008
IT Governance SharePoint Site
Member Guide
Prepared by: University of Calgary
Information Technologies
Issue date:06-Mar-2008
Version:1.0
Document History
Revision Number / Date / Description of Changes / Author / Editor / Communication of Change1.0 / 06-Mar-08 / Final / Project Office / IT Governance SharePoint Site
Document Owner
Name / Title / Organization / E-mail / Tel.
Janet Cameron / Manager / Project Office / / 220-2810
Document Distribution
Name / Type of Copy / Title / Organization / E-mail / Tel.
IT Governance Site Member Guide / Electronic / University of Calgary
Table of Contents
1.What is SharePoint?
2.IT Governance Site
3.Training
4.Site Structure
5.Permissions (People and Groups)
6.Accessing the Site
6.1.Logging In
6.2.Logging Out of the Site
7.Site Overview
8.Contacts
8.1.View the List of Contacts
8.2.E-mail a Contact
9.Documents
9.1.View a Document
9.2.Print a Document
10.Action Register
10.1.View the Action Register
10.2.View Action Items from the Action Register
10.3.View Action Item Attachments
10.4.Print Action Item Attachments
11.Sending Links
12.Views
13.Getting Help
14.Tips
Document ID: 04001010Page 1 of 4
Information Technologies
IT Governance SharePoint Site
Member Guide
Date: 03-Mar-2008
1.What is SharePoint?
SharePoint is a web-based Intranet tool that allows people to:
- centrally store and share work files
- connect and collaborate regardless of physical location
- co-ordinate projects and tasks
It has been structured so that people can easily implement it in their workplace by the use of pre-designed templates which you customize for your use.
2.IT Governance Site
This site has been created to enable the BASE Committee, its associated steering committees and IT managers to collaborate on initiatives relating to IT governance at the University.
3.Training
This guide has been developed to address your specific need for using the IT Governance SharePoint site. The most current version of it will be in the Getting Help section of the site.
Any changes to the site (eg: new functionality) will be posted in the Announcements sections of the site. If changes are significant, they will be relayed to you via e-mail.
Your first point for contact for assistance is the site administrator. Site administrators and their contact information are listed in the Getting Help section of each site.
You may also e-mail the Project Office at .
4.Site Structure
IT Governance is a single SharePoint site consisting of sub-sites with a similar structure in place for each.
Each site has been assigned an administrator, with the IT Project Office providing overall site administration.
Each site is set up in a similar format. See the matrix on the following page(s) for an overview of site structure.
Document ID: 04001010Page 1 of 4
Information Technologies
IT Governance SharePoint Site
Member Guide
Date: 03-Mar-2008
IT Governance SharePoint Site Structure
Sub-site / Members / Contents / Structure / AdministratorBASE /
- BASE Committee
- IT Project Office
- BASE committee as agendas, meeting minutes, reports / presentations
- action register to track actions / tasks assigned to members of the group.
- contacts list of all members and their assistants
- home page containing announcements of events, etc of interest to members
- Getting Help section of training materials and contacts for assistance.
- useful links
- a documents group for accessing / storing all documents
- a lists groups for accessing an action register (if applicable) and member contact information
- an action register where applicable
- BASE: Documents are group by type (eg: agendas).
- Steering Committees: Documents are grouped by steering committee and stored in a list which can be sorted to allow for easy searching.
- IT Managers: Documents are grouped by month, year.
- Applications Co-ordination: Documents are grouped by type (eg: meeting minutes).
Lists are structured the same on each site with the exception of Steering Committees. they are grouped by steering committee.
Action Register: Steering Committees and IT Managers sites do not have an action register. One can be set up for these groups if required.
People and Groups: This section is for providing permissions for members. It is maintained by the IT Project Office.
Discussion Boards: This area has not been configured but can be if required.
Sites: This area is for creating additional sites within this site. This is to be managed by the IT Project Office. / Sandy
210-8792
Steering Committees / Steering Committees:
- SCM
- HR
- IT
- Research
- Finance
- Student
- agendas, minutes, reports and presentations specific to each steering committee
- contacts list for each steering committee
- SCM: Suzanne Stiles, , 210-8457
- HR: Cari Gulbrandsen, , 210-6470
- IT:Trisha Soper, , 220-8871
- Research: TBD
- Finance: Debra Chang-yen, , 210-6097
- Student: Kathy Steinhauer, , 220-7993
IT Managers /
- CIO
- IT Directors
- IT Managers
- agenda, meeting minutes, reports / presentations specific to IT or of interest / use to other steering committees or BASE
- contacts list of all members
220-8871
Application Co-ordination /
- IT applications development managers
- IT Business Office representatives
- agendas, meeting minutes, reports / presentations
- action register to track actions / task assigned to members
- contacts list of all members and their assistants
220-8871
Document ID: 04001010Page 1 of 6
Information Technologies
IT Governance SharePoint Site
Member Guide
Date: 03-Mar-2008
Document ID: 04001010Page 1 of 6
Information Technologies
IT Governance SharePoint Site
Member Guide
Date: 03-Mar-2008
5.Permissions (People and Groups)
To use this site, you need to be granted permission.
Each person who requires access to the IT Governance site has been provided with the necessary level of permission based on their access/usage requirements.
Administrators have additional permissions that will allow them to add/delete files and update information such as the Contacts list.
6.Accessing the Site
As this is a web-base site, it is accessed via URL (or hyperlink). There are 2 links for accessing the site: one for use if you are located on campus; another for use if you are off campus.
On-campus access:
Off-campus access:
This is a secure site, meaning you will also have to log on to access it.
6.1.Logging In
Once you are at the site a pop-up will appear. Key in your login information (the same as what you use to login to your e-mail) and click OK.
Tip: For security purposes, we do not recommend that you select Remember my password.
6.2.Logging Out of the Site
Close ALL browser windows to log out of this site.
Tip: As long as a browser window opens you do not have to log in to the site. Closing all browser windows prevents unauthorized access.
OR
Click on the drop-down arrow in the top right corner and choose Sign Out.
7.Site Overview
When you log onto the site, you will see a series of tabs for each sub-site. To move to each sub-site, click on the tab. Each sub-site has a main page for announcements, getting help and useful links.
You access documents, the action register (if being used) and the contact list by clicking on the links on the left-side bar.
8.Contacts
Each sub-site has a contact list specific to the members of that site. Where appropriate the assistant’s information has been included.
Site administrators are responsible for keeping contact information current.
8.1.View the List of Contacts
To view the contact information for a group, click on the appropriate members list from the Lists group on the left side-bar.
8.2.E-mail a Contact
You can send an e-mail to a contact directly from the list by clicking on their e-mail. An e-mail message form will open. Complete and send the e-mail as usual.
9.Documents
All files are stored/accessed via the Documents group (library) on the left side-bar. Documents have been grouped in each steering committee folder by document ‘type’(eg: Agendas, Minutes, Reports), then by month/year.
To ensure ease of use file naming standards and formats have been created as indicated in the table below.
File Format / Store all MS Office documents in Office 2003 format. This is important for those using Office 2003 as they cannot open Office 2007 files unless they have a file converter installed.Save an Office 2007 File to Office 2003 Format: Choose File > Save as > under Save as type scroll and select Word 97-2003, Excel 97-2003 or PowerPoint 97-2003 as appropriate for your document.
Naming Standards / The file name is to include the steering committee name or acronym , the type of document and the date. The date is to be in the format of ddMMMyy (2 digit day, 3 letter month abbreviation, 2 digit year).
Examples of properly formatted file names are:
- SCM SC Agenda 22Feb08
- Finance SC Minutes 13Jan08
Examples are:
- ITMgrs Agenda 19Mar08
- AppCoord Minutes 08Apr08
9.1.View a Document
- Locate the document you need to view.
- Double-click on the document name.
- Choose Read Only at the prompt.
- Click OK.
- The document will open in read only mode.
- Close the document as you would normally.
9.2.Print a Document
To print a document, open it as shown in section 8.2.1 View a Document.
Print it as you normally would. (File > Print if using MS Office 2003 or by clicking the Office button and choosing Print if using MS Office 2007.)
10.Action Register
Where appropriate an action register has been created to track tasks assigned to members of a group.
10.1.View the Action Register
- Click Action Register from the side-bar in the Lists group.
- The Action Register list appears.
10.2.View Action Items from the Action Register
Depending on the content in the action item, you may be able to view it in its entirety from the list. If not,
- Double-click on the action item to open it in a full screen.
- To return to the Action Item list, click Close.
10.3.View Action Item Attachments
- Open the action item.
- Double-click on the attachment name.
- Close the attachment as you would normally.
10.4.Print Action Item Attachments
- Locate the action item attachment you wish to print
- Double-click on the name
- Print the document as usual when it opens.
- Close the document when done.
11.Sending Links
- Click on the drop-down arrow for the file.
- Choose Send To.
- Choose E-mail a Link.
- An e-mail message form will open.
- Key (or select) the name of the person or group.
- Click Send.
12.Views
A view determines how the information will be displayed on the screen. If the default view does not meet your needs you can modify it or create your own.
- Have the list or library open.
- Click the drop-down arrow in the View: box.
- Click Create View.
- Click Standard View from the Create View screen. (Other view formats can be used, but standard will be most useful for this site.)
- Key a name for your view (choose something relative to the type of view you are creating).
- Select Create a Personal View.
- Select the columns you wish to display.
- Choose the position (order) in which you want the columns to display.
- Click OK when done.
- This view will be available only to you.
Tips: A view is specific to each library or list. If you are a member of multiple sites, you will need to create a view for each if the default view does not suit your need. As the library or list grows, you can modify your view and try some of the other options available. Always rename your new view to retain your original settings in case you need to revert back to them.
13.Getting Help
- Site Administrator: Please contact the site administrator for assistance. Site administrators and their contact information is in the Getting Help section of each sub-site.
- QuickStart Guide: This guide provides a general overview of SharePoint and how to use some of its features. Access it from the main page of the IT Governance Site.
- SharePoint Help: You can use the built-in helps in SharePoint by clicking the Help button.
- Microsoft: You can visit microsoft.com and do a search on ‘sharepoint’ for find additional information on this product.
- Project Office: The UCIT Project Office can provide answers to your questions specific to this site. They can be contacted at
14.Tips
To move back to the main page of a sub-site, click its tab.
Document ID: 04001010Page 1 of 14