Shared Workspace Information Pack

Transcription

1 Shared Workspace Information Pack Department of Internal Affairs 8 June 2016

2 TABLE OF CONTENTS SHARED WORKSPACE OVERVIEW... 1 Introduction... 1 What is a shared workspace?... 1 Product drivers... 3 Who can apply?... 3 Fees... 3 FEATURES AND BENEFITS... 4 Product Benefits... 4 Secure login... 4 Shared workspace functionality... 4 LIMITATIONS AND CONSTRAINTS... 7 Functional limitations... 7 Storage limitations... 7 SERVICE LEVELS... 8 Service Availability... 8 Helpdesk support... 8 Database back-up... 8 Internal Affairs membership management... 8 YOUR ROLE AND RESPONSIBILITIES AS THE SPONSORING AGENCY... 9 Workspace Management... 9 First level support... 9 Training new members and new Site Administrators... 9 Policies and user guides... 9 Site monitoring Site Administrator membership management Information management INTERNAL AFFAIRS ROLE & RESPONSIBILITIES Initial setup Additional configuration (during the life of the Shared Workspace) Operational support Issue resolution THE PROCESS GETTING A SHARED WORKSPACE Deciding what you need Applying for a shared workspace Setting up your Shared Workspace Handover into BAU FURTHER INFORMATION AND CONTACTS Contact... 13

3 SHARED WORKSPACE OVERVIEW INTRODUCTION Shared Workspace Information Pack The Department of Internal Affairs developed the Shared Workspace as a tool to provide a common, secure platform to support online collaboration between government agencies and their partners. Currently there are approximately 250 separate Shared Workspaces operating with 6000 active users. Forty percent of users are nongovernment. The Shared Workspace aims to: support-interagency collaboration support collaboration with non-government partners enable secure sharing of information achieve better outcomes by allowing specialist groups and networks to share expertise, experience and good practice increase the efficiency of information management WHAT IS A SHARED WORKSPACE? A Shared Workspace is a secure, online collaborative tool primarily designed for project management. It uses SharePoint 2010 software with some customised member management functionality added. Participants are invited to join the workspace and minimal technical knowledge is required to use the Shared Workspace. The Shared Workspace utilises All-Of-Government Infrastructure-As-Service located in New Zealand, hence DIA is able to scale up storage capacity that can be provided to a site. SECURITY CLASSIFICATION INFORMATION UP TO IN CONFIDENCE The Shared Workspace has a security classification up to In-confidence and is not suitable for any information rated at a higher level. Sponsoring Agencies must: ensure that all users understand this; and understand and manage any risks arising from their use of Shared Workspace service. SHARED WORKSPACE FUNCTIONAL COMPONENTS Document Libraries Wiki Library (editable web page) Announcements List Contacts list Events/Calendar List Links List Discussion Board Alerts they users about specific changes to content within a site 1

4 Custom permissions it is possible to restrict content to select members of a workspace by creating custom groups and associated custom libraries. This is useful for example, when a workspace has several vendors collaborating on a project and there is a need for each vendor to have their own private library for reasons of commercial sensitivity. 2

5 SHARED WORKSPACE DEFAULT PERMISSION LEVELS Site Owner/Site Administrator Directly manages the site, can control who has access, creates new libraries and lists. Member Can read, write and delete content also known as a contributor Visitor Can read content only also known as a reader PRODUCT DRIVERS The strong drivers for Shared Workspace uptake in agencies are: the need to consult widely across-agencies and/or with private organisations on a project the need for tools and information to make this process efficient and secure using for co-ordinating across agencies is cumbersome and inefficient; hence improve information management working by with organisations that do not use S.E.E. Mail is a security concern New Zealand government is encrypted and some non-government organisations may not have the same level of security WHO CAN APPLY? Any State sector-based group Local government groups Each application to use the Shared Workspace is assessed to ensure the capabilities of the product can meet the goals of the project. FEES Shared Workspace site operational cost $ per month + GST (pro-rated) Shared Workspace set up fee $500 + GST (one-off cost) The Shared Workspace Service is charged on an annual basis. Agencies will be invoiced after their Shared Workspace goes live at an amount that reflects a pro rata for the remainder of the financial year. Agencies will be notified one month before the annual invoice is rendered. If they decide to renew their Shared Workspace they will be invoiced for another year. If Internal Affairs has not heard from an agency about the renewal decision one month after the due date, the Shared Workspace may be deleted. Please note: Internal Affairs will issue only ONE invoice per Shared Workspace. 3

6 FEATURES AND BENEFITS PRODUCT BENEFITS Shared Workspace Information Pack saves time for the agency by reducing number of separate lists for different classes of information, reducing level of communication required with each individual member reduces clutter ; members only need to access information they require retains security of information for non-government distribution restricts access to different levels of information for groups of users controls versioning of information in document libraries increases collaboration SECURE LOGIN The Shared Workspace uses RealMe as its authentication service. All users of a Shared Workspace must have a RealMe login to access their workspace. RealMe is an all-ofgovernment solution to provide a private, secure and convenient way for people to use government services over the Internet. It allows people, businesses and organisations to conveniently access government online services by using a single logon. RealMe means a higher level of security for all Shared Workspace users and much better self-service for users. Members have greater control over setting their logon (username and password) and they are able to recover their password, view the usage history of logons to their Shared Workspace(s), and access RealMe support 24/7 at: Phone: Website: Creating a RealMe account To access their workspace, members will first need to create a logon with RealMe. Instructions for the registration process are sent with the welcome message for new workspace users. RealMe accounts can be created online by anyone, irrespective of their geographical location the only requirement is that a user must have a valid address. SHARED WORKSPACE FUNCTIONALITY Common functionality utilised within the Shared Workspace are contained in web parts. Web parts are simply individually manageable parts of the site that can be added, altered or removed independently of other web parts. The most common web parts used in the Shared Workspace are: LISTS Announcements; used to make announcements to all the Shared Workspace users that have access to the particular Shared Workspace. Meetings and Events; conceptually similar to the Outlook Calendar system. It provides for a common calendar and scheduling system for all users of the Shared Workspace Service. This includes one-off and recurring events, but does not include pop up notification of upcoming events. 4

7 Contacts; allows users to store detailed contact information about themselves, or any other person or organisation. This information is then accessible to any other the Shared Workspace user with access to that Shared Workspace. Links; simply links to other web sites. Both the URL and descriptive text can be entered. Tasks; allow details to be maintained of tasks due. This can be filtered to show all tasks or an individual user s tasks DOCUMENT LIBRARIES Document libraries are a web part that is used to store (almost) any type of document. This includes all common office-type documents (Word, Excel, PowerPoint etc), but also images, ZIP files and the like. File sizes are limited to 100 MB. For security reasons, document libraries are unable to store executable files (such as program and DLL files), although these can be placed in a ZIP file and uploaded that way. The library can be sorted by a number of views i.e. date or classification, with further sub-classifications possible. Document libraries can also have versioning control and mandatory document checkout enabled by the Site Administrator. Custom libraries can be created for different subject areas with different access levels for users assigned to each library if required. For example, vendors that are working with a government agency on a project may have their own private library within a Shared Workspace. Access to this library is determined by the agency Site Administrator. DISCUSSIONS Discussions are online, threaded or flat discussion boards (as distinct from instant messaging). These are useful for enabling users to comment on documents (which can be attached to the discussions) or concepts, suggestions and the like. 5

8 SHARED WORKSPACE WEBPARTS Below is a list of web parts that are available to site admins. They can be deployed to a site on an ad hoc basis. Admin Options - web parts Announcements Asset Library Basic Meeting Workspace Basic Search Centre Blank Meeting Workspace Blank Site Blog Calendar Contacts Custom List Custom list in Datasheet view Decision Meeting Workspace Discussion Board Document Center Document Library Document Workspace Enterprise Search Center External List Form Library Group Work Site Import Spreadsheet Issue Tracking Links Multipage Meeting Workspace Page Personalization Site Picture Library Project Tasks Records Centre Slide Library Social Meeting Workspace Survey Tasks Team Site Web Part Page Wiki Page Library Operational 6

9 LIMITATIONS AND CONSTRAINTS FUNCTIONAL LIMITATIONS Shared Workspace Information Pack The Shared Workspace does not provide the following functionality: Online editing - documents must be downloaded to a user s own device, edited and then the saved version uploaded back to the Shared Workspace. There is an option to overwrite the previous document or save as a new version on the Shared Workspace. Integration with Microsoft Outlook. For security reasons it is not possible for the Shared Workspace meetings and calendar functionality to connect with a members . Instead they should setup Alerts to receive notifications about content changes in the Shared Workspace. Types of web browsers. Generally the Shared Workspace will operate adequately in all modern browsers. However, the Shared Workspace uses SharePoint 2010 software hence it works best in Internet Explorer with Microsoft Silverlight and Active X installed: plug-ins for web browsers running under Microsoft Windows which allow the running of rich Internet applications, with features and purposes similar to those of Adobe Flash. Users of the Chrome browser can install an IE plugin from the Chrome online store, that will allow Chrome to render like IE, thereby allowing full functionality. Use of mobile device. The Shared Workspace is accessible via mobile devices like tablets and smart phones if the device has a fully-fledged modern web browser installed. Currently there are several Shared Workspaces with members using ipads. Please note: the functionality is generally adequate but the userexperience of SharePoint 2010 has been optimized for the desktop pc. Users may need change the settings in their browser to request desktop view shared workspaces will not render in mobile view. Shared Workspace functionality cannot be customised - Internal Affairs cannot do development hence the SharePoint deployment is standard out-of-the box. The software of the Shared Workspace user can influence the user experience e.g. using the Chrome browser will not allow the Open with Explorer View multiple file transfer feature to work. An agency may need to adjust their firewall or network setting to allow see.govt.nz to become a trusted site STORAGE LIMITATIONS Individual files uploaded to a Shared Workspace are limited to 100MB is size. For larger files, it is recommended that the files are zipped. Currently individual sites are limited to a total storage capacity of 7GB. As mentioned, the Shared Workspace uses infrastructure-as-service so there is the option for a site to add additional storage at any time. Currently, an extra 1GB costs $1.36 per month and the additional cost will be added to the annual workspace invoice. INHERITED RISKS The Shared Workspace consumes the RealMe authentication service, it uses Datacom s infrastructure-as-a-service (IAAS) for utility compute, and the Internal Affairs managed firewall service. It relies on these services for product delivery and consuming agencies need to be aware that there are some risks that the Shared Workspace will inherit from these services. System security certificates have been completed for RealMe, IAAS, and the managed firewall service. 7

10 SERVICE LEVELS SERVICE AVAILABILITY The Shared Workspace general hours of operation are standard business hours: 9am-5pm, Monday thru Friday. The service does run 24 hours/7 days per week, but there will be times outside of standard business hours when the service may be unavailable due to maintenance work which are currently scheduled for the third Sunday of each month (10am-1pm). HELPDESK SUPPORT The Shared Workspace helpdesk operates on standard business hours (9am-5pm, Monday thru Friday), and offers technical support for workspace queries. It can be contacted via: Telephone: te: Shared Workspace users with any issues associated with RealMe logins/passwords should direct queries to the RealMe helpdesk (24 hours/7 days per week): Phone (toll free): From overseas: (overseas call charges apply) DATABASE BACK-UP The Shared Workspace does not presently have an active disaster recovery service. It has daily incremental backups of the database, and at the end of each week, a full database back-up is taken. This is then moved offsite and stored in Auckland, where it will be replaced with the next current version. INTERNAL AFFAIRS MEMBERSHIP MANAGEMENT Alternatively, Site Administrators can request Internal Affairs (at no additional charge), to manage their workspace members on their behalf. To do this a Site Administrator must workspace@dia.govt.nz with: 1. the url of the Shared Workspace 2. name of member 3. of member 4. permission level 5. membership to any custom group/library Site Administrators should be aware that it may take Internal Affairs 2-5 business days to make the membership change. 8

11 YOUR ROLE AND RESPONSIBILITIES AS THE SPONSORING AGENCY WORKSPACE MANAGEMENT MANAGING SHARED WORKSPACE MEMBERSHIP Provide new members access to the Shared Workspace Provide change of member details and access (security) level Ensure access is removed for members no longer involved in the Shared Workspace. MODIFYING WORKSPACE Create new lists e.g. create a new library/set library properties Add/delete/modify contents to various lists on the site Modify settings and columns of various lists e.g., 1. General settings: Only changes permitted are: change name, description, navigation 2. Columns: Add/change column settings, change order of fields 3. Views: Change default view, change name, columns shown/order, filter, style, number items shown FIRST LEVEL SUPPORT Site Administrators provide the first level of support for their own members - the Shared Workspace helpdesk provides second level support. Site Administrators should act as the gatekeeper between their members and the Shared Workspace helpdesk - Internal Affairs does not have enough resources to attend to all 6000 Shared Workspace members directly. Site Administrators should represent their members issues when they contact the Shared Workspace Service team. TRAINING NEW MEMBERS AND NEW SITE ADMINISTRATORS Site Administrators will need to: Assist members to use the Shared Workspace. If necessary provide training for members in using Shared Workspace - the Shared Workspace Service Team is able to support with training materials. Advise Internal Affairs of a change to the workspace Site Administrators and update documentation where it applies e.g., welcome message template. Provide on-going training and sufficient handover to new Site Administrator(s). SITE ADMIN POLICIES AND PROCEDURES Site Administrators must: Ensure that all users are aware of relevant policies and practices. These include: o Information security the agency sponsoring a workspace has the responsibility to ensure that its members will have anti-virus protection software enabled on the devices they use to access the workspace. o o Using mobile devices securely to access the Shared Workspace - refer to the Accessing SWS with a Mobile Device document Have a policy in place to prevent / manage a situation where there may be a data spill 9

12 SITE MONITORING View usage data on the workspace Manage members compliance with protocols tify the Shared Workspace helpdesk of security incidents or problems tify the Shared Workspace helpdesk of any issues experienced with the Shared Workspace Service SITE ADMINISTRATOR MEMBERSHIP MANAGEMENT Site Administrators have access to an extensive range of workspace features and functionality, for example: Inviting new members to the workspace Create new membership groups Changing group permission levels Creating and edit welcome message templates Assign group permissions to access select content Please note: Site Administrators have considerable functionality/power at their disposal. They are strongly encouraged to participate in member management training before they attempt to directly manage their own members. Contact for further information. INFORMATION MANAGEMENT Stewardship of information within a Shared Workspace is the responsibility of the agency that is sponsoring the workspace (the agency who has signed the Shared Workspace application form with Internal Affairs). Agencies should be aware of the relevant legal requirements and their own policies relating to information management. Legal obligations may include those under the Privacy Act 1993, the Official Information Act 1982, the Local Government Official Information and Meetings Act 1987 and the Public Records Act PUBLIC RECORDS ACT COMPLIANCE Site Administrators are strongly encouraged to archive all content on the Shared Workspace that is out-ofdate and not currently relevant to the project. This is to free-up storage space. Site Administrators should work with their records and information teams to ensure copies of all files are stored in appropriate systems within their agency. The Site Administrator's organisation is responsible for ensuring any Public Records Act obligations are met. INFORMATION ARCHIVING Ensure information created and distributed on Shared Workspace is also filed and archived in the agency s document management system. If an agency decides to close a Shared Workspace they will need to archive the information on the Shared Workspace Internal Affairs does not have the resources to do this. Once archiving is complete, the Shared Workspace will be deleted from the server. 10

13 INTERNAL AFFAIRS ROLE & RESPONSIBILITIES INITIAL SETUP Approving all requests for Shared Workspaces Creating Shared Workspaces o Send Welcome Messages to members if requested by the Site Administrator Training o Internal Affairs will provide initial training for Site Administrators of new workspaces o Provide training documentation and videos ADDITIONAL CONFIGURATION (DURING THE LIFE OF THE SHARED WORKSPACE) Adding/deleting/modifying Shared Workspace members if requested by the Site Administrator Changing background themes within the available options from Microsoft SharePoint. Adding logos or images Adding Web parts Adding/modifying/deleting links on the quick launch bar Configure lists settings and views. The Shared Workspace will consider any other requests on a case by case basis OPERATIONAL SUPPORT Ensuring Shared Workspaces are operational from the Internal Affairs end o Maintaining SharePoint platform (hardware and software) Providing advice - Shared Workspace team will work with the Site Administrators on a case by case basis to help them get the most out of their Shared Workspace, should a Site Administrator request it. ISSUE RESOLUTION Troubling Shooting Responding to Shared Workspace s and telephone calls Incident Response coordination and communication between the Sponsoring Agency and relevant technology service providers Disaster Recovery working with Sponsoring Agencies and technology service providers to: o restore SWS services within agreed timeframes; and o support a managed transition back to BAU operation Sharing lessons learned carrying out post-incident reviews with Sponsoring Agencies and technology service providers, and sharing the lessons learned. Information Security Incidents: Any incident or event which breaches, or poses increased risk, to your information security must be alerted to DIA immediately. DIA commits to investigate and respond to any such incident as a highest priority incident and will keep affected Sponsoring Agencies advised of findings and progress to resolution. 11

14 THE PROCESS GETTING A SHARED WORKSPACE When applying for a Shared Workspace, agencies simply choose the functionality they need and Internal Affairs builds the workspace. Components can be added or removed from the workspace as the project develops, as can membership to the workspace. Once a new Shared Workspace has been built, Site Administrators can invite people to join and use the Shared Workspace. Members can be from a mix of agencies, non-government people and private sector organisations. DECIDING WHAT YOU NEED The DIA will provide an Information Pack that explains the things you ll need to consider: For configuring the Shared Workspace to fit your needs; For managing the Shared Workspace throughout its life DIA will be available to answer questions throughout this period. APPLYING FOR A SHARED WORKSPACE 1. Complete the Shared Workspace application form, providing the following information: workspace URL and workspace name (note: the URL cannot be changed at a latter date) specific functionality required custom libraries and group permissions a list of initial Site Administrators (first & last name, agency, address) welcome message template optional workspace logo (in.gif,.png, or.jpg file format) 2. Read and understand the following documents: Shared Workspace Info Pack your responsibilities as a admin Shared Workspace accessing SWS with a mobile device 3. Complete and return the application form to workspace@dia.govt.nz. SETTING UP YOUR SHARED WORKSPACE DIA will create and configure your new Shared Workspace. Where this requires additional effort from technology service providers, DIA will manage this. HANDOVER INTO BAU DIA will confirm with you when your Shared Workspace is ready. DIA will provide the necessary initial training for your SWS Administrator(s). 12

15 FURTHER INFORMATION AND CONTACTS CONTACT SHARED WORKSPACE HELPDESK Telephone: SHARED WORKSPACE PRODUCT MANAGER: Will Huthnance Product Manager Collaboration Tools Commercial Strategy and Delivery The Department of Internal Affairs Te Tari Taiwhenua Direct Dial: +64 (04) Cell: Extension: