SharePoint FAQ

 

1. What is SharePoint?

  • Microsoft's SharePoint is a web-based content management, communication, and collaboration platform. At its simplest form it can be used as a secure content repository where teams can collaborate on documents. As a platform, SharePoint can be completely customized to enable automated workflow, KPI dashboards, and records management while offering an easy to use interface, full Microsoft Office integration and social media features. At launch, UBC IT will be offering a basic package and will also provide an authorized list of partners that can assist groups in customizing SharePoint to meet their department's more advanced requirements.

2. Why would my department want it?

  • A recent survey conducted by UBC IT demonstrated that most departments on campus store information on departmental shared drives and collaborate on documents via email. SharePoint acts as a secure, permissions-based repository for internal and external users (who have an EAD account), and provides audit trails, versioning and check-in/check-out features. Beyond content storage, communications can be posted on SharePoint and users can share knowledge by posting to a blog and/or contributing to a wiki page rather than having to send out multiple emails. Think of SharePoint as a personalized website for your team, department, or for any group that has a need to share information.

3. How is it different than what I use now - a shared drive?

  • A shared drive is simply a collection of folders which has grown organically and may contain multiple versions of documents in an uncontrolled manner. It does not provide audit trails, check-in/check-out capabilities, or any additional areas that may provide more instructions or information about the content, tasks, team contact lists, or any other type of lists relative to a particular topic.

4. What is software as a service (SaaS)?

  • It is essentially offering the software as a centrally hosted 'on-demand' type of service, managing all the back-end web servers and databases. This is often referred to as 'cloud' service as the end user doesn't need to be concerned with the infrastructure of hosting.

5. Where is the data hosted?

  • The data which users store within the SharePoint databases are stored in Canada at UBC's data centre.

6. How much will it cost?

  • While pricing is not yet finalized, UBC IT plans to make the service as cost effective as possible. By having the service hosted through UBC IT and sharing services within the platform (while keeping all data separate) will be much more cost effective than if each department set up their own instance with their own back-end databases, each requiring support and maintenance. Think of this service as similar to a condo - each unit is separate, but may share the same infrastructure. It is then up to the condo owner to decorate and furnish their own condo as they wish.

7. Can users outside of my group use it?

  • Yes, but please keep in mind that your department will need to pay for the user's license fee.

8. What type of credentials will my external users need?

  • They will need an EAD account, which can be requested through the IT Help Desk.

9. How easy is it to use?

  • SharePoint incorporates the ribbon interface found in other Microsoft applications. It is extremely easy to use as a viewer of content and--depending on the extent of customization--minimal training is required.

10. Why are we looking at Microsoft compared to other similar platforms?

  • We chose SharePoint in order to easily integrate with existing productivity applications such as Outlook, Office and other Microsoft products.

11. Is SharePoint Mac-compatible?

  • Absolutely. In fact, SharePoint 2013 provides even better support for Apple Mac users. SharePoint is accessible through your web browser with support for all major browsers such as IE, Firefox, Chrome, and Safari.

12. Do I need to have Windows 8?

  • No, SharePoint is backwards compatible with any version of Windows. It is accessible through your web browser with support for all major browsers such as IE, Firefox, Chrome, and Safari.

13. What if I am using an old version of Microsoft Office?

  • SharePoint is backwards compatible with any version of Office.

14. Who will get to participate in the pilot?

  • As the first stage in SharePoint deployment, we are seeking departments who have basic content management needs within a small group. Participants must commit to having a site administrator who will act as a super user, training content owners and users and attending weekly training sessions.