SBO SharePoint Migration

[dianamartin]

Meeting Notes

Participants: Grace, Dave, Diana

Give space for each division to work in

• Folders
• Document Libraries
• Divisions have distinct job processes
  • Seal Coat
  • Overlay Performance Reporting
• Shared reporting

[dianamartin]

7/10

Ended up after the SBO SharePoint meeting 6/29 that Dave and I worked on mocking up a SBO SharePoint Home site to show SBO Stakeholders.

I realized that I had also created a different TPWSBO site and Dave and I created TPW-SBO. I reached out to him to determine which one we should keep, he said let's get rid of the "dashed" url one. I worked on making the TPWSBO site look like our mock up and I added some functionality from the home page to link to a "site page", not another SharePoint site (which is what we'd do). It should be good enough for the mock up.

Dave is meeting with Division Managers on 7/14 to discuss SBO SharePoint Migration.

[KaroEngstrom]

SBO SharePoint Next Steps meeting 4/25/24

Vision:

• Home page - anyone at COA/TPW can learn about SBO 

• Site pages - more operational and specific pages, including dashboard down the line

• Different groups will leverage this better and some won’t

• Dave wants to have a model that can scale up

• Gregg can be a content creator/updater

• Richard and Dave can be power users as well

Document Library Structure

• Richard had been working on updating Procedures folder with current, forms, working folders
• Dave wants to protect some of the stuff and not make it accessible to all - would like to break off the working folders from the public
• Diana suggests the HR model; Miro board model of higher-level folder system to start
• Note: Instead of folder naming with order number, Diana is suggesting to add a label called Order and then sort by that

Plan

• Dave talking to each division to get a sense of what they want to create and how they want to use it
• Diana adding higher level folders for future state planning

Action Items

• Dave talking to groups re: what they want and come up with a migration plan
• Diana will build out basic pages for each division
• Diana says we can also use existing Teams pages as part of this new site if needed
• Karo can find training info models in SharePoint for Career Progression stuff
• training tracking/ administrations specifics still unclear and will come together over the next weeks

[dianamartin]

[heart] Martin, Diana reacted to your message:

---

From: Karo @.> Sent: Thursday, April 25, 2024 5:24:47 PM To: cityofaustin/atd-data-tech @.> Cc: Martin, Diana @.>; Assign @.> Subject: Re: [cityofaustin/atd-data-tech] SBO SharePoint Migration (Issue #12713)

External Email - Exercise Caution

SBO SharePoint Next Steps meeting 4/25/24

Vision:

• Home page - anyone at COA/TPW can learn about SBO

• Site pages - more operational and specific pages, including dashboard down the line

• Different groups will leverage this better and some won’t

• Dave wants to have a model that can scale up

• Gregg can be a content creator/updater

• Richard and Dave can be power users as well

Document Library Structure

• Richard had been working on updating Procedures folder with current, forms, working folders
• Dave wants to protect some of the stuff and not make it accessible to all - would like to break off the working folders from the public
• Diana suggests the HR model; Miro board model of higher-level folder system to start
• Note: Instead of folder naming with order number, Diana is suggesting to add a label called Order and then sort by that

Plan

• Dave talking to each division to get a sense of what they want to create and how they want to use it
• Diana adding higher level folders for future state planning

Action Items

• Dave talking to groups re: what they want and come up with a migration plan
• Diana will build out basic pages for each division
• Diana says we can also use existing Teams pages as part of this new site if needed
• Karo can find training info models in SharePoint for Career Progression stuff
• training tracking/ administrations specifics still unclear and will come together over the next weeks

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[dianamartin]

4/25/2024

• Created Site pages for
• [x] Utilities & Structures
• [x] Pavement Operations
• [x] Urban Forestry
• [x] Infrastructure Ops

Main SBO Page

District Maintenance

Utilities and Structures

Pavement Ops

Urban Forestry

Infrastructure Ops

[KaroEngstrom]

5/22/24

• just a few notes from an Open Data huddle where Dave mentioned that he is going to start taking to the DMs about content to include
• he wants to look at SBO level first on the main page and maybe some subpages, then perhaps deeper into divisional items
• he would like to have a leadership subpage only accessibly to DMs and Reiner
• Greg G. would be the ideal power user for the group and someone who could update the content for them going forward