[Discovery] Inquire with remaining ATD Divisions about SharePoint sites/pages

[dianamartin]

Check in with these divisions

Would like a SharePoint page blurb or SharePoint site

• [x] Project Delivery
• [x] Parking Enforcement - Lyndon/Shavyvonne/Gabriel - Site

  9937

Ask these groups while you're working on 9937 because they're within Parking Enterprise

• [x] Parking Meters - Jacob Co.- Page blurb?
• [x] Mobility Services - Jacob Cu. - Division Manager - Page blurb?
• [x] Shared Mobility - Joseph A. - Page blurb/Site?

[dianamartin]

8/15

Had a TPW SharePoint Sync with Alonda, Jeff, Karo and Diana

• We had been holding off on a TPW SharePoint launch until the UKG timesheets were in PROD
• Heard from Jennifer W. that legacy PWD is going to PROD on 8/27 (which is two week earlier that we thought)
• We had anticipated a 9/11/23 launch date so we can have things situated for all TPW employees

Follow-up Actions

• We were going to ask legacy ATD divisions if they had content/site to link to the TPW Hub or seeif they wanted to create one
  • Parking Enterprise
  • Transportation Engineering
  • Project Delivery
  • Systems Development Karo was going to follow-up with legacy PWD divisions to see what they wanted to do as well
• as well as SMO
• and Finance

[dianamartin]

8/21

Had another TPW SharePoint Sync meeting:

• Discussed the naming schema for the future TPW URLs - tpwDIVISIONABBR, ex. tpwPIO
  • exception is only for the HUB - TPWHub
  • exception is also for the longer named divisions - ex. tpwEquity and tpwSafety
• Discussed needing to follow-up with divisions
• Karo was going to follow-up with Danny C. to get a level of effort from CTM

Action Items

Diana emailed the following divisions:

• Parking Enterprise
  • they seem to be interesting setting something up
• Transportation Engineering
• Project Delivery
• Systems Development

[dianamartin]

8/21

cc @KaroEngstrom

• Ended up creating a tpwParking SharePoint site to get ahead of it because we are short on time and mocking up a site for them to review.
• Will email stakeholders to let them know
• Emailed stakeholders 8/22 (Jason R, Jacob, Joseph, Karo)

  Morning everyone,

I wanted to let y’all know that I created a “tpwParking” SharePoint site since that was the direction we seemed to be heading. I mocked up the home page for you all to review. I’ve given everyone on this email access to the site and incorporated the links that Jacob provided about your services.

I’m happy to receive your feedback and make changes for you or if you’d like, you can appoint someone to start working on this site’s content.

Let me know what y’all decide.

[dianamartin]

8/23

• Followed-up with Eric B. to ask about

  Hi Eric, I was just following up with you regarding my email about TED's SharePoint presence and if you're open to keeping TED's information as a page or if you wanted to convert into a SharePoint site

He replied

like the idea of having a SharePoint site for TED that others in TPW can visit. Can we also keep the external page for the public to view? https://www.austintexas.gov/department/transportation-engineering. The content on both would be similar, but we could share additional information for internal use.

I said

Of course we can link that external page. Right now you just have a page, with no other functionality.

• I mocked up a new site: tpwTED SharePoint site to get ahead of it because we are short on time and mocking up a site for them to review.
• Messaged Eric

  So here is the mock up I made for TED. Let me know if you'd like to add or modify anything else on there.

[dianamartin]

8/24

• Followed up with Cole to ask about

  Hey Cole, do you have a few minutes to sync on something with me?

he replied

In a meeting but saw your voice-mail, it would be great to archive the old site and create a new

I said

We never technically had a site for SDD (that I knew of), you guys just had a page blurb I can mock up a new site like I did for TED this week:

• TED: /sites/tpwTED Made this for Parking this week too

• Parking: /sites/tpwparking Unless you have other ideas on what programs, services, plans you want to have there to educate the other divisions on what SDD does

Created a new twpSDD site

• messaged Cole

  Here's the new tpwSDD SharePoint site: /sites/tpwSDD Let me know if you would like to add/modify anything

he replied

thanks!

[dianamartin]

8/24

• Followed up with Amica to ask about

  Hey Amica, do you have a few minutes to sync on something with me? Re: Project Delivery SharePoint presence if now isn't a good time, maybe at 3 pm?

Just ping me when you're ready But essentially, Project Delivery doesn't have a SharePoint presence. Since we are launching the new TPWHub SharePoint site in September. Wanted to ask if you wanted to have tpwPDD Sharepoint site created for the purposes of having centralized information about what your team does so other TPW employees can learn.

I was able to talk to TED for example because all they had was a page that had very little information on it

• Before , just a page:
• After, new site

Was able to sync with Amica and let her know the plan for the TPWHub launch. Showed her some examples and explained a little bit about document storage options and connecting to existing MS teams. She gave me the thumbs up to proceed.

• I created the tpwPDD SharePoint
• Messaged Amica

  Hi Amica, Here's the mock up of the tpwPDD SharePoint site

I haven't added the Org Chart yet because I think you need to send your latest org chart to HR and when she updates it, I can link to the Org Chart .pdf like I've done with other divisions.

[dianamartin]

8/29

• Followed up with Jennifer to ask about "Safety"

  Hi Jennifer, (hope you're taking a break! I’m working on a project with PIO to launch the new TPWHub site (SharePoint) for the purposes for educating the rest of the divisions (new and legacy) as part of the TPW Reorg.

HR Safety has two sites:

[Legacy PWD Safety](https://cityofaustin.sharepoint.com/sites/PW/Safety/SitePages/Home.aspx](https://cityofaustin.sharepoint.com/sites/PW/Safety/SitePages/Home.aspx?) [Legacy ATD Safety](https://cityofaustin.sharepoint.com/sites/ATDSafety/SitePages/Home.aspx](https://cityofaustin.sharepoint.com/sites/ATDSafety/SitePages/Home.aspx?)

• I don't think this wasn't used very much

We want to link the Safety page to the main TPWHub site, but don't know which one to use. Also we wanted to create a new site TPWSafety in the modern Sharepoint style bc he legacy PWD is link to the old PWD SharePoint site. We can also deprecate the ATDSafety and put the content there on the new site.

We are trying to meet a September 11th launch date. If we can’t get something up by then, you still have time to improve or create a SharePoint presence by the end of the year, but I just wanted to know if we should link the PWD site or ATD's?

[dianamartin]

1/17/24

This was completed but we forgot to close this. The TPW Hub site was launched in the Fall of 2023.