Team SharePoint Site Initial Creation Form Completion Guide

• Department/School/Group: Name of the organizational unit the team site is for.
• Title: Displayed on each page in the site.  Must conform to university naming conventions.
• Description: Brief description of the site. Displayed on the home page.

Worksheet and Guide

Worksheet and Worksheet Guide

Site Type (External or Internal)

Each department/school/group can have an external or internal facing site or both depending upon needs. A separate Team Site Initial Creation Ticket must be completed for each site type.

• External Norwich Community Facing: An external Norwich community facing site has the following characteristics:
  • Information posted here is intended to be viewed by the Norwich community.
  • Location to collaborate with other departments/schools/groups in the Norwich community.
• Internal Team Facing: An internal team facing site has the following characteristics:
  • Used to collaborate strictly with your immediate team members within the same department/school/group.
  • Provides greater security of information posted that pertains strictly to the department/school/group.

Note: SharePoint is intended for use by the Norwich community only.  All users must have a valid Active Directory account issued by the university.

Roles

Note: All members will receive training.

The following roles need to be identified:

• Overseeing department and individual: An overseeing department is responsible for the site and needs to be identified ONLY if this request is for a student driven site such as for a club, etc.  If there is a specific person who is responsible within that department for overseeing the site, this individual needs to be listed.  If this request is for a department or school, fill this in with “Not applicable.”
• Site Collection Owner: Responsible for the team site and enforcing policies.  Approving authority and data owner.
• Primary Site Collection Owner: When there is more than one Site Collection Owner identified, a Primary Site Collection Owner must be chosen to be the point of contact and final authority regarding the site collection.
• Site Collection Owner Backup: Designated to be a backup to the Primary Site Collection Owner in a circumstance when the primary is unavailable in making a time-sensitive decision.
• Site Collection Administrator: An individual with technical skills who is responsible for administering the site collection (team site).  Has access (permission) over the entire site collection.  Performs all necessary tasks related to the site collection including but not limited to helping team members with SharePoint tasks, creating subsites and objects, and content recovery.
• Help Administrator: If there is more than one Site Collection Administrator, a Help Administrator must be assigned.  If there is only one Site Collection Administrator, the Help Administrator will be the same person.  Responsible for being the point of contact for users concerning SharePoint technical help.  The Help Administrator on occasion will need to work with the Helpdesk and SharePoint Administrator to resolve user issues.
• Team Members:
  Anyone who will use your team site.  Each team member needs to have one of the following permission levels identified:
  • Limited Access: Permissions to view specific areas of the site when given permission.
  • Visitors:  Read Permission (view only)
  • Members: Contribute permissions (view, add, update, and delete)
  • Owners: Full control (this is reserved for the Site Collection Administrator)

Site Goals and Objectives

To better set up the site, brainstorm the goals and objectives of how the site will be used.

 General examples:

• A location to post meeting notes, attendees, agendas, and decisions.
• Keep track of department/school/group events, vacations, etc.
• Track information pertaining to a project.
• Keep the department/school/group informed of important changes.
• Manage issues in one location.
• Place to post announcements for the team.
• Central contact location where vendors the department/school/group works with are listed.
• Collaboration on a year-end document with another department/school/group.
• A location for documentation frequently accessed by members of the department/school/group.
• Central location for training materials.
• Area to distribute information to the university community such as forms to fill out, policies, etc.

Content Detail

Think about the content that is envisioned to be placed on the site, based on the goals and objectives listed.  In addition, think of content that the team uses – perhaps a shared drive that houses information accessed by the team or information placed on someone’s computer that is better shared with everyone that could be better utilized, organized, etc. if it were placed in the team site.   There may be information that is placed on Norwich’s website directly related to the department/school/group that would be better placed in the team site, specifically information that instead of being available to the outside is available just within the Norwich community.  Think in general terms at this point about a collection of documents your team uses.  This list does not have to be all inclusive at this time but will serve as an initial starting point for site creation.  List the following information about that content:

• Description: A brief description of the content.  For example, Meeting Minutes or XYZ Project Information.
• Location: Location where the content currently is.  For example: shared drive M, Jane’s computer, Norwich’s website (include the URL).
• Metadata: Metadata is data about data.  List anything you can think of that is important information that should be collected for the information uploaded into the site.  For example: title of a document, description, topic, modified by.
• Workflows/processes: Workflows are a way to automate the interactions between individuals who participate in a business process.  List ways that this information is currently being used within and across department(s)/school(s)/group(s), if applicable.  For example: approval process of a document or provided for review to collect feedback.
• Classification: Indicate the sensitivity of the content.  Is it public, for department/school/group use only, internal use only for the university, or confidential.

Desired Site Components

For information regarding each site component, please see the “Available Team Site Components” document located in the “Overview of Team Sites” section of this page. 

It is recommended that you begin with only the components necessary and build upon your site in the future to aid in the initial success of your site.

If the listed site component is not desired, leave that components row blank.

Please note: There can be more than one of the same site component (for example, numerous document libraries – one named “Agendas” for meeting agendas, another named “Regulations” for important regulations, etc.).

Site Completion Timeline

All dates are considered estimates and ITS will evaluate whether these dates can or cannot be met. 

Please note that the creation of a team site from initial inquiry to its launch to the community involves various steps and milestones taking approximately 1.5 months.

Fill in the following:

• Desired completion date: An optimal “like to have” site completion date.
• Absolute completion date: “Must have” completion date.