1. What is your name?
|
| | Brian Wilson |
| | | 1 (14%) | |
|
|
| | Gerry |
| | | 1 (14%) | |
|
|
| | Monique Ouellet |
| | | 1 (14%) | |
|
|
| | Danny Petrillo |
| | | 1 (14%) | |
|
|
| | Frederic Desnoyers |
| | | 1 (14%) | |
|
|
| | Julian Lenhart |
| | | 1 (14%) | |
|
|
| | Robert Kehoe |
| | | 1 (14%) | |
|
|
Total: 7 |
2. What is your position?
|
| | Director of Protective Services / Fire Chief / CEMC |
| | | 1 (14%) | |
|
|
| | HR Manager |
| | | 1 (14%) | |
|
|
| | City Clerk |
| | | 1 (14%) | |
|
|
| | Information Technology Services Manager |
| | | 1 (14%) | |
|
|
| | Treasurer |
| | | 1 (14%) | |
|
|
| | Director of Infrastructure and Planning |
| | | 1 (14%) | |
|
|
| | Director |
| | | 1 (14%) | |
|
|
Total: 7 |
3. What is your department?
|
| | Protective Services |
| | | 1 (14%) | |
|
|
| | HR |
| | | 1 (14%) | |
|
|
| | Administration |
| | | 1 (14%) | |
|
|
| | I.T. Services - under Finance |
| | | 1 (14%) | |
|
|
| | Finance |
| | | 1 (14%) | |
|
|
| | Infrastructure and Planning |
| | | 1 (14%) | |
|
|
| | Finance and Economic Development |
| | | 1 (14%) | |
|
|
Total: 7 |
4. What are the Goals for the SharePoint in your group?
|
| | Document sharing (version control)
Calendar sharing (people and/or rooms)
Information sharing w/ public (found dogs, snow removal, etc.) |
| | | 1 (14%) | |
|
|
| | Record retention
Collaboration
Integrated Platform
Enable Employees to make Better-informed Decisions, Simplify Access to Business Data |
| | | 1 (14%) | |
|
|
| | - Management of records (classification, retention)
- Share information (policies, forms, etc.)
- Collaborate in the creation of documents (version control)
- Establish workflows for certain forms, tasks ...
- Publish certain types of documents directly onto the City's website |
| | | 1 (14%) | |
|
|
| | - Ensure there is no overlapping features utilized of the adopted SharePoint solution (i.e. Records Center, Documents Collaboration, E-discovery, SharePoint Retention policies, etc..) with relation to other investments; such as CommVault (Archiving, Retention, E-Discovery, Backups, etc...) and VEEAM Backups and Replication
- Intranet adoption
- Have our own sub website representing our Services and publish (yet to be created How To's...etc..)
- Efficient documents collaboration with the I.T. Services team and entire organization.
- Supporting and contributing to the Records management standards (TOMRMS) and system
- Potentially integrate and/or overlay with our existing I.T. HelpDesk ticketing system (BMC Track-IT)
|
| | | 1 (14%) | |
|
|
| | - Sharing of documents
- Intranet
- Records management
|
| | | 1 (14%) | |
|
|
| | - Sharing of documents
- Intranet
- Records management
- Improved client service through automation of permits and application forms
|
| | | 1 (14%) | |
|
|
| | To create a document management system that allow easy access to information to facilitate day to day activities. |
| | | 1 (14%) | |
|
|
Total: 7 |
5. What are the Deadlines? When do you need SharePoint?
|
| | Not Applicable |
| | | 1 (14%) | |
|
|
| | Now |
| | | 3 (43%) | |
|
|
| | 3 months |
| | | 0 (0%) | |
|
|
| | 6 months |
| | | 1 (14%) | |
|
|
| | 9 months |
| | | 1 (14%) | |
|
|
| | 12 month |
| | | 1 (14%) | |
|
|
Total: 7 |
6. Who is the Audience? Who will use / see the SharePoint website?
|
| | Mostly internal w some inter-connectivity to our municipal website (if possible) |
| | | 1 (14%) | |
|
|
| | Employees |
| | | 1 (14%) | |
|
|
| | all employees
members of Council
Committee members
public (eventually)
|
| | | 1 (14%) | |
|
|
| | Corporate employees. |
| | | 1 (14%) | |
|
|
| | -Employees |
| | | 1 (14%) | |
|
|
| | -Employees
-Rate payers/Development community
|
| | | 1 (14%) | |
|
|
| | Employees, public and Council |
| | | 1 (14%) | |
|
|
Total: 7 |
7. What do you want the user to think after they see your site?
|
| | Information was easy to find
Site was easy to use (even for non-techy people) |
| | | 1 (14%) | |
|
|
| | Ease of use, centralized data |
| | | 1 (14%) | |
|
|
| | - information was easy to find
- this system helps me be more productive |
| | | 1 (14%) | |
|
|
| | Wow, that was really helpful. |
| | | 1 (14%) | |
|
|
| | - Information was easy to find
- User friendly
- Organized
|
| | | 2 (29%) | |
|
|
| | Responding to clients in a clear, accurate and concise manner |
| | | 1 (14%) | |
|
|
Total: 7 |
8. What does your section enjoy doing?
|
| | Working and not getting bogged down in ineffective or inefficient IT |
| | | 1 (14%) | |
|
|
| | collaboration |
| | | 1 (14%) | |
|
|
| | -prepare meeting agendas and minutes
-draft resolutions, by-laws, policies
-manage all claims filed against the City (legal, insurance)
-manage all FOI requests
-manage lotery licencing
-manage municipal elections
|
| | | 1 (14%) | |
|
|
| | Providing solutions that maximize employee productivity, performance and all around customer satisfaction.
Maintain technology and solutions - to maximize ROI. |
| | | 1 (14%) | |
|
|
| | Finance! |
| | | 1 (14%) | |
|
|
| | -Collaborate on projects
-improve procedures and delivery of services
-project management
|
| | | 1 (14%) | |
|
|
| | Provide advice and analysis to support their business |
| | | 1 (14%) | |
|
|
Total: 7 |
9. What do people say your section does well?
|
| | Day-to-day functions |
| | | 1 (14%) | |
|
|
| | information sharing |
| | | 1 (14%) | |
|
|
| | all of the above!! |
| | | 1 (14%) | |
|
|
| | Provide customer support |
| | | 1 (14%) | |
|
|
| | Everything |
| | | 1 (14%) | |
|
|
| | Delivery of complex projects through a multifunctional/cross functional approach |
| | | 1 (14%) | |
|
|
| | Provide advice and analysis to support their business |
| | | 1 (14%) | |
|
|
Total: 7 |
10. What do people ask your section for advice on?
|
| | Bylaw: rules, complaints, enforcement, dogs, etc.
Fire: rules, sales, training, assistance |
| | | 1 (14%) | |
|
|
| | Policies/ benefits/ templates and information sharing |
| | | 1 (14%) | |
|
|
| | -report writing
-resolutions, by-laws, policies
-legal
-procedure
-licencing |
| | | 1 (14%) | |
|
|
| | Mainly information technology related advice |
| | | 1 (14%) | |
|
|
| | -General finance
-Financial impacts on reports
-Rates applicable for services
-General payroll questions
|
| | | 1 (14%) | |
|
|
| | -Project management
-Infrastructure conditions
-Cost estimates and infrastructure costing
-Planning and zoning requirements
-Building construction requirements
-Environmental and waste related issues
|
| | | 1 (14%) | |
|
|
| | Supply: Procurement By-law, standing orders, purchase orders, city procedures
Economic development: Marketing information, Commercial expansion and relocation, Real estate, how to do business with City |
| | | 1 (14%) | |
|
|
Total: 7 |
11. What abilities do your section members have, and collectively?
|
| | What!? This question could be very lengthy and I'm not sure what you are looking for. |
| | | 1 (14%) | |
|
|
| | expertise |
| | | 1 (14%) | |
|
|
| | expertise in local goverment management and procedures
|
| | | 1 (14%) | |
|
|
| | Front-end customer support.
Network and Systems Administrative support.
Solutions architecting and support.
Analytical.
Positivity and go getters. |
| | | 1 (14%) | |
|
|
| | Accounts receivable: Collection of accounts receivable, Daycare reports, performance report
Tax receivable: Collection of tax receivable, reporting
Payroll: Time cards, payroll, Policies
General finance: budgeting, financial results / year end, policies, training, consulting with other departments for financial impacts |
| | | 1 (14%) | |
|
|
| | as mentioned above |
| | | 1 (14%) | |
|
|
| | Staff have a high degree of knowledge of corporate enterprise financial system (Vadim) and Microsoft office. Some staff members have had experience with other systems such as SAP and SharePoint amongst others. |
| | | 1 (14%) | |
|
|
Total: 7 |
12. What is the organizational structure?
|
| | Per city org chart |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | Chief Adminsitrative Officer
Executive Assistant to the Chief Administrative Officer
Clerk
Deputy-Clerk |
| | | 1 (14%) | |
|
|
| | Within I.T. ?
If yes:
Luc Beauchamp = I.T. Support Specialist
Yanhong Xia = Senior Networks and Systems Analyst
Danny Petrillo - Information Technology Services Manager |
| | | 1 (14%) | |
|
|
| | Director
Treasurer, AR clerk & Public utilities clerk
Tax Collector, Tax Clerk
Financial analyst, Pay analyst
|
| | | 1 (14%) | |
|
|
| | See org chart. |
| | | 1 (14%) | |
|
|
| | Director, Manager Procurement, Accounts payable clerk |
| | | 1 (14%) | |
|
|
Total: 7 |
13. How many people ‘Collaborate’?
|
| | Bylaw: good collaboration between bylaw staff, decent cooperation between bylaw and remainder of department and city
Fire: good collaboration within fire and across city |
| | | 1 (14%) | |
|
|
| | Corporate wide |
| | | 1 (14%) | |
|
|
| | two (2) within department, however would collaborate corporately |
| | | 1 (14%) | |
|
|
| | 3 |
| | | 1 (14%) | |
|
|
| | All staff |
| | | 2 (29%) | |
|
|
| | Everyone |
| | | 1 (14%) | |
|
|
Total: 7 |
14. Who will be involved with managing the site?
|
| | Unknown. I'm not sure what this will be setup to do, or what functionality will be provided. All I know is that we're buying Sharepoint, which I've used before, but nothing more has been explained to me at this point. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | Clerk |
| | | 1 (14%) | |
|
|
| | Yanhong Xia
and Danny Petrillo |
| | | 1 (14%) | |
|
|
| | City Treasurer or delegate |
| | | 1 (14%) | |
|
|
| | Directors or delegate |
| | | 1 (14%) | |
|
|
| | City Treasure or delegate |
| | | 1 (14%) | |
|
|
Total: 7 |
15. Who has final SharePoint Site approval?
|
| | Unknown. I'm not sure how this is being setup, or who is managing the site, and therefore don't know who has approval authority. |
| | | 1 (14%) | |
|
|
| | Monique |
| | | 1 (14%) | |
|
|
| | Clerk |
| | | 1 (14%) | |
|
|
| | Danny Petrillo |
| | | 1 (14%) | |
|
|
| | City Treasurer |
| | | 2 (29%) | |
|
|
| | City Clerk |
| | | 1 (14%) | |
|
|
Total: 7 |
16. Why are you going to use SharePoint?
|
| | Unknown, but likely all staff (approx 85). |
| | | 1 (14%) | |
|
|
| | Record retention
Collaboration
Integrated Platform
Enable Employees to make Better-informed Decisions, Simplify Access to Business Data |
| | | 1 (14%) | |
|
|
| | Records Management
Share information
collaboration on different matters
Create workflow processes for claims, FOI requests, lottery licence applications, etc. |
| | | 1 (14%) | |
|
|
| | - Being able to have multiple individuals within the I.T. Team edit the same document at the same time
- Publish helpful documentation and How To's
- Facilitate Records retention, archiving, e-discovery, legal holds, etc..
- Document collaboration with other Departments and Services to try and streamline and improve service deliveries
- Host our own (I.T. Services) sub website on the Intranet that will be easy to browse, navigate, and find quick and easy answers to common concerns and/or issues |
| | | 1 (14%) | |
|
|
| | To be more efficient at managing information |
| | | 1 (14%) | |
|
|
| | To be more efficient at managing information and improve service delivery
|
| | | 1 (14%) | |
|
|
| | To more effectively manage information |
| | | 1 (14%) | |
|
|
Total: 7 |
17. What specific service/s will you be offering?
|
| | Unknown, nothing has been explained to me about what we are getting or what our intended use is going to be, therefore I cannot speculate on how we will use this.
If you're asked what services we offer outside of sharepoint, this is again a broad question and I would steer you back to our Enabling & Regulating Bylaw for the Fire Department and the Bylaw Operations Report for the Bylaw Department, and the Emergency Management Program Bylaw for Emergency Management. |
| | | 1 (14%) | |
|
|
| | access to policies |
| | | 1 (14%) | |
|
|
| | policies
procedures
meeting calendar
|
| | | 1 (14%) | |
|
|
| | - Quick Links to technical (user friendly) documentation
- Hopefully the ability to open a BMC Track-IT (HelpDesk) support ticket through the I.T. teams SharePoint sub website (e.g. MySite)
- Being able to collaborate on Corporate and I.T. project initiatives with members inside the I.T. team as well as with key stakeholders from the various Departments/Services impacted by the relevant/respective project |
| | | 1 (14%) | |
|
|
| | Accounts receivable: Collection of accounts receivable, Daycare reports, performance report
Tax receivable: Collection of tax receivable, reporting
Payroll: Time cards, payroll, Policies
General finance: budgeting, financial results / year end, policies, training, consulting with other departments for financial impacts
|
| | | 1 (14%) | |
|
|
| | Reports, analysis, policies relating to infrastructures
Permits and application forms
General information relating frequently asked questions
|
| | | 1 (14%) | |
|
|
| | Supply: Small order purchasing, purchase orders, tenders, RFP/RFQ, standing offers, policies
Economic Development: economic profile information, business database, policies |
| | | 1 (14%) | |
|
|
Total: 7 |
18. How do you communicate content to your users?
|
| | Currently? A mix of email and in-person meetings. |
| | | 1 (14%) | |
|
|
| | email |
| | | 1 (14%) | |
|
|
| | email |
| | | 1 (14%) | |
|
|
| | Mainly email, over the phone, and in person. |
| | | 1 (14%) | |
|
|
| | Email, phone, Website |
| | | 1 (14%) | |
|
|
| | Email, phone, Website
|
| | | 1 (14%) | |
|
|
| | Website, phone, mail |
| | | 1 (14%) | |
|
|
Total: 7 |
19. What source information is in electronic form and where is it stored?
|
| | Depends on what information you are referring to. We store most electronic documents on the server, some forms are used from external websites, many forms are still filled out by hand. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | most information is in electronic form and is stores on the network drive |
| | | 1 (14%) | |
|
|
| | - Inventory data - currently manual (best effort with Excel Spreadsheets saved on network drives) but we own BMC Asset and Inventory management that should integrate or link to SharePoint
- I.T. contracts - stored in PDF, Word, Excel, etc.. on network drives
- Software (executables, licenses, and product keys) - stored in the I.T. network drives
- I.T. Budgets - stored in Excel within Finance and I.T. network drives
- I.T. HelpDesk requests stored within BMC Track-IT HelpDesk
system
- I.T. infrastructure documents stored within network drives |
| | | 1 (14%) | |
|
|
| | A lot of information is in electronic form, Vadim & MS documents, stored on server. |
| | | 2 (29%) | |
|
|
| | Purchasing information is a combination of: Vadim enterprise system and MS documents stored on server and web-site. Economic development information is in MS documents on server. |
| | | 1 (14%) | |
|
|
Total: 7 |
20. What portal content do you have to make available to all employees?
|
| | No idea, nor any idea of capabilities now or into the future. This has not been explained to me. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | policies, procedures, by-laws, agendas, minutes, reports, etc. |
| | | 1 (14%) | |
|
|
| | No documents as of yet.
|
| | | 1 (14%) | |
|
|
| | - Policies
- Training documents on how to use Vadim
- Finance by-law & resolution could be available to everyone since it is public information
- Some payroll templates (ex : Time sheets)
|
| | | 1 (14%) | |
|
|
| | - Policies
- Training documents on how to use corporate software
- Infrastructure and Planning by-laws
- General information about services (waste, infrastructures, application/permit forms, etc.)
|
| | | 1 (14%) | |
|
|
| | Purchasing information is made accessible to management and designated purchasing staff within departments. Economic development information can be made available to all employees except for confidential files which will be restricted to certain staff. |
| | | 1 (14%) | |
|
|
Total: 7 |
21. What content do you have that is only available to a controlled (select) group of employees?
|
| | A fair bit of information related to bylaw enforcement, fire inspections, fire investigations is restricted content. Our operational guidelines are for internal use as well. As are our forms and other documentation. |
| | | 1 (14%) | |
|
|
| | employee files |
| | | 1 (14%) | |
|
|
| | closed meeting agendas and minutes
draft minutes, by-laws, reports
FOI requests
Legal / insurance claims |
| | | 1 (14%) | |
|
|
| | - Inventory information
- I.T. infrastructure detailed configuration
- Password protected password documents
- Software/applications (executables)
- Software and applications licenses and product keys
- I.T. team relevant employee confidential information
- Expenses (travel, educational, etc..)
- I.T. procurement documents (i.e. PO's, Quotations, Requisitions, Invoices, etc..) |
| | | 1 (14%) | |
|
|
| | Payroll, all payroll information should only be available to the Financial analyst, payroll clerk, treasurer & director. |
| | | 1 (14%) | |
|
|
| | Property files, Zoning and permit applications, Project management and cost control sheets
|
| | | 1 (14%) | |
|
|
| | Supply - purchase requisitions, purchase orders, RFP/RFQ, tenders. Economic Development - project files |
| | | 1 (14%) | |
|
|
Total: 7 |
22. What content do you have that is to be targeted at a specific group of employees, but all employees could view that content?
|
| | Perhaps operational guidelines? I'd have to think about this. |
| | | 1 (17%) | |
|
|
| | policies/ training |
| | | 1 (17%) | |
|
|
| | n/a |
| | | 1 (17%) | |
|
|
| | None at the moment. The intention is to be able to create quick links to new documentation that is beneficial to corporate wide employees |
| | | 1 (17%) | |
|
|
| | Financial reports |
| | | 1 (17%) | |
|
|
| | All policies and general information |
| | | 1 (17%) | |
|
|
Total: 6 |
23. Do you need specific collaboration areas for employees to work collectively on documents, projects or meetings?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Yes - would be extremely beneficial for projects, documents, and meetings |
| | | 1 (14%) | |
|
|
| | Yes |
| | | 2 (29%) | |
|
|
| | Absolutely in both areas |
| | | 1 (14%) | |
|
|
Total: 7 |
24. Where do the documents currently reside?
|
| | Shared server folders. |
| | | 1 (14%) | |
|
|
| | hardcopy/ shared drive |
| | | 1 (14%) | |
|
|
| | network drive |
| | | 1 (14%) | |
|
|
| | On random network drives, meetings reside on Exchange/Outlook calendars, and projects reside on network drives and BMC Track-IT HelpDesk ticketing system |
| | | 1 (14%) | |
|
|
| | Server, shared drives |
| | | 1 (14%) | |
|
|
| | Server, shared drives
|
| | | 1 (14%) | |
|
|
| | Server and some on external website |
| | | 1 (14%) | |
|
|
Total: 7 |
25. What application(s) are used to access them?
|
| | Usually Office products (excel, word, etc.). |
| | | 1 (17%) | |
|
|
| | word, excel .... |
| | | 1 (17%) | |
|
|
| | - Outlook Calendar for meetings
- Projects and documents are residing on network drives and a variety of products are used to access the documents depending on the files (i.e. Adobe Reader or Adobe Professional for PDF documents, Microsoft Word for .DOC or .DOCX documents, Microsoft Excel for .XLS or .XLSX documents, etc..). Windows Explorer is also used in addition to the Office Suite and Adobe products to gain access to certain documents and projects.
- Some project information reside within the BMC Track-IT HelpDesk ticketing system and therefore require BMC portal access to the system. |
| | | 1 (17%) | |
|
|
| | Microsoft, Vadim, Worktech, À la carte |
| | | 1 (17%) | |
|
|
| | Microsoft, Vadim, Worktech, À la carte, Qualitas, Auquadata |
| | | 1 (17%) | |
|
|
| | Vadim and MS office for procuremet and Msoffice for Economic Development |
| | | 1 (17%) | |
|
|
Total: 6 |
26. Who needs access to these documents? (Review answer, documents targeted to all employees can be on a central Portal, documents targeted to a select group of employees could on a Group Team Site, or on a restricted access sub area of a central Portal).
|
| | Depends on the documents. Labour relations documents need to be strictly controlled. Internal divisional documents can be shared within a division (e.g. bylaw or fire), departmental documents can be shared across the department (e.g. payroll sheets), and uncontrolled documents could be shared with all city employees. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | Clerk, Deputy-Clerk |
| | | 1 (14%) | |
|
|
| | - Outlook Calendar for meetings:
Depending on the meeting could be on Group Team Site for I.T. team members only meetings and other meetings involving members from I.T. and members from other Departments can be located on a restricted access sub area of a Central Portal.
- Projects and related documents can reside on Group Team Sites for access to I.T. team only and sometimes (depending on project scopes) can include members/stakeholders from other Departments |
| | | 1 (14%) | |
|
|
| | Central Portal: Most of the finance documents
Group Team Site: All payroll information
|
| | | 1 (14%) | |
|
|
| | Central Portal: Most of the Infrastructure and Planning documents
Group Team Site: as mentioned above
|
| | | 1 (14%) | |
|
|
| | CENTRAL PORTAL: Small order purchasing, purchase orders, tenders, RFP/RFQ, standing offers, economic profile information, business database, policies
GROUP TEAM SITE: Current projects, personnel information
|
| | | 1 (14%) | |
|
|
Total: 7 |
27. Will the documents require unique user permission assignments?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Yes, in some cases, depending on the document |
| | | 1 (14%) | |
|
|
| | -Possibly, tbd |
| | | 1 (14%) | |
|
|
| | Possibly, tbd |
| | | 1 (14%) | |
|
|
| | Yes |
| | | 1 (14%) | |
|
|
Total: 7 |
28. Will the documents need automatic version numbering?
|
| | That would be helpful for some documents. |
| | | 1 (14%) | |
|
|
| | no |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Yes or best practice alternative |
| | | 1 (14%) | |
|
|
| | -Yes |
| | | 2 (29%) | |
|
|
| | Yes - specifically the purchasing documents |
| | | 1 (14%) | |
|
|
Total: 7 |
29. Will the documents need an approval process before being posted for all users to see?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | no |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | - I.T. related policies and procedures (i.e. New employee hire I.T. requirements, acceptable usage policies, etc..)
- Change request or Change management documents - will require approval workflows for any user accessing/using I.T. Systems and requesting changes to those systems and stakeholders approval process for Change Management document alterations
|
| | | 1 (14%) | |
|
|
| | Some documents will need a document approval process.
All of our general ledger needs to signature. We currently use workflows within adobe.
|
| | | 1 (14%) | |
|
|
| | Some documents will need a document approval process. |
| | | 1 (14%) | |
|
|
| | Purchasing process will require certain users to see |
| | | 1 (14%) | |
|
|
Total: 7 |
30. Are there any old or archived documents that need to be available as well to users?
|
| | For some types of documents, such as operational guidelines, yes. |
| | | 1 (14%) | |
|
|
| | yes |
| | | 2 (29%) | |
|
|
| | Currently, one of the biggest woes is that we do not have any Archiving in place with retentions, legal holds, e-discovery, etc..
Only backups and Disaster Recovery is in place. That said, first we need to plan for the implementation of Archiving in order to determine what should be available to whom. |
| | | 1 (14%) | |
|
|
| | Tbd |
| | | 1 (14%) | |
|
|
| | Yes |
| | | 1 (14%) | |
|
|
| | Yes for both Purchasing and Economic Development |
| | | 1 (14%) | |
|
|
Total: 7 |
31. Do Archived documents need to be available for search only and not collaboration and browsing?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | search only |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Would say for Search mainly and Browsing as well with the potential to be pulled out of Archive for collaboration if the situation calls for it |
| | | 1 (14%) | |
|
|
| | Search and browsing (For the department) |
| | | 1 (14%) | |
|
|
| | Search and browsing (For the department) possibly collaboration |
| | | 1 (14%) | |
|
|
| | Search |
| | | 1 (14%) | |
|
|
Total: 7 |
32. What primary applications are used in the Office Suite?
|
| | Outlook, Word, Excel, Powerpoint, Paint, IE (or Chrome) |
| | | 1 (14%) | |
|
|
| | excel/word/power point/outlook |
| | | 1 (14%) | |
|
|
| | work, excel, powerpoint, |
| | | 1 (14%) | |
|
|
| | - Microsoft Outlook
- Word
- Excel
- PowerPoint
- Access (maybe by other departments) |
| | | 1 (14%) | |
|
|
| | Excel, Outlook & Word |
| | | 1 (14%) | |
|
|
| | Excel, Outlook & Word, MS project |
| | | 1 (14%) | |
|
|
| | Excel, Word and PowerPoint |
| | | 1 (14%) | |
|
|
Total: 7 |
33. How is PowerPoint used?
|
| | To prepare and deliver training and meetings. |
| | | 1 (17%) | |
|
|
| | standalone |
| | | 1 (17%) | |
|
|
| | Presentations |
| | | 1 (17%) | |
|
|
| | PowerPoint is used a few times a year to prepare presentations |
| | | 2 (33%) | |
|
|
| | Presentation purposes primarily |
| | | 1 (17%) | |
|
|
Total: 6 |
34. How is Visio used?
|
| | Not. |
| | | 1 (17%) | |
|
|
| | n/a |
| | | 1 (17%) | |
|
|
| | For limited Networks, Systems, and Solutions designs.
Currently, heavily rely on contractors to provide design documents. |
| | | 1 (17%) | |
|
|
| | N/A |
| | | 2 (33%) | |
|
|
| | N/a |
| | | 1 (17%) | |
|
|
Total: 6 |
35. How is Project used?
|
| | Not. |
| | | 1 (17%) | |
|
|
| | n/a |
| | | 1 (17%) | |
|
|
| | N/A |
| | | 3 (50%) | |
|
|
| | N/a |
| | | 1 (17%) | |
|
|
Total: 6 |
36. How is Version control carried out in Word documents?
|
| | Usually by date/time stamp or by filename. |
| | | 1 (17%) | |
|
|
| | n/a |
| | | 1 (17%) | |
|
|
| | By saving documents containing data that changes with an incrementing version number |
| | | 1 (17%) | |
|
|
| | By date or version #
We sometimes create a folder called archived that contains the older versions
|
| | | 1 (17%) | |
|
|
| | By date or version # |
| | | 1 (17%) | |
|
|
| | By date and by adding a manual version #. |
| | | 1 (17%) | |
|
|
Total: 6 |
37. Do you have existing applications that need to be linked to or incorporated into a SharePoint 2010 site?
|
| | Maybe? I don't know what can or cannot be linked. |
| | | 1 (14%) | |
|
|
| | n/a |
| | | 1 (14%) | |
|
|
| | eSCRIBE |
| | | 1 (14%) | |
|
|
| | For I.T. :
- BMC Track-IT
Corporate Wide (that I'm aware of):
- Potentially Microsoft Exchange, Vadim, WorkTech, Fire Management Software (i.e. FirePro), ShareFile from Citrix (cloud based solution - SAAS)
|
| | | 1 (14%) | |
|
|
| | -Vadim, Worktech (For fixed assets) |
| | | 1 (14%) | |
|
|
| | -Vadim, Worktech, |
| | | 1 (14%) | |
|
|
| | Yes. Vadim enterprise financial system |
| | | 1 (14%) | |
|
|
Total: 7 |
38. Do the users only need to search contents located on the site?
|
| | I doubt it, likely they need to search other things? Not sure what you're getting at here. |
| | | 1 (14%) | |
|
|
| | n/a |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Not necessarily |
| | | 1 (14%) | |
|
|
| | Not sure? |
| | | 2 (29%) | |
|
|
| | Yes |
| | | 1 (14%) | |
|
|
Total: 7 |
39. Do the users need to search other sites, file shares, external databases, and/or documents?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | shared drives |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Yes, potentially. |
| | | 1 (14%) | |
|
|
| | Sometimes |
| | | 2 (29%) | |
|
|
| | Yes |
| | | 1 (14%) | |
|
|
Total: 7 |
40. Do the users need to have the ability to narrow their search results via selecting topics to search or by using keywords or best bets?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | yes |
| | | 2 (29%) | |
|
|
| | All 3 preferably. Otherwise, topics and keywords |
| | | 1 (14%) | |
|
|
| | Yes |
| | | 3 (43%) | |
|
|
Total: 7 |
41. Do you need to target specific types of users?
|
| | I don't know. |
| | | 1 (14%) | |
|
|
| | n/a |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Anyone within our organization that has an information technology support related concern or issue - depending on the nature of the matter at hand - it could sometimes be all employees, sometimes a specific group of employees that are affected by similar issue(s), and sometimes the target could be only our specific I.T. Team in which case a Group Team site should come in handy |
| | | 1 (14%) | |
|
|
| | For some information yes.
Example: When we prepare financial forecasts or monthly reporting this should be available only for managers and directors.
|
| | | 1 (14%) | |
|
|
| | For some information yes.
Directors, Managers, public at large.
|
| | | 1 (14%) | |
|
|
| | Yes for purchasing and for project work in general |
| | | 1 (14%) | |
|
|
Total: 7 |
42. What services do you provide your audiences?
|
| | See above. |
| | | 1 (14%) | |
|
|
| | information |
| | | 1 (14%) | |
|
|
| | policies
procedures
meeting calendar
|
| | | 1 (14%) | |
|
|
| | - I.T. General HelpDesk support
- I.T. Procurement processing
- I.T. Solutions design, implementation, and sometimes maintenance
- I.T. Infrastructure upkeep
|
| | | 1 (14%) | |
|
|
| | -Reporting, advice, pay cheque, invoicing |
| | | 1 (14%) | |
|
|
| | -Engineering, Planning, Project management, environmental, construction and infrastructures |
| | | 1 (14%) | |
|
|
| | Supply - advice, procurement document preparation, approval process on certain purchases.
Economic development - advice to community on economic profile/ business information |
| | | 1 (14%) | |
|
|
Total: 7 |
43. How often do you need to interact with your audience?
|
| | All the time. |
| | | 1 (14%) | |
|
|
| | daily |
| | | 2 (29%) | |
|
|
| | Repetitive ongoing basis, especially for our I.T. Team front-end support |
| | | 1 (14%) | |
|
|
| | Daily |
| | | 2 (29%) | |
|
|
| | Supply - daily.
Economic development - weekly. |
| | | 1 (14%) | |
|
|
Total: 7 |
44. Do you have requirements to use Business Intelligence viewers?
|
| | no idea what this is. |
| | | 1 (17%) | |
|
|
| | n/a |
| | | 1 (17%) | |
|
|
| | Dashboards and KPI would be beneficial for project statuses, initiatives, and general reporting provided that integration with our BMC Track-IT (HelpDesk) system is permitted and/or capable of it. |
| | | 1 (17%) | |
|
|
| | Not sure what this is? |
| | | 2 (33%) | |
|
|
| | Yes. The better information can be summarized will permit more effective decision-making. |
| | | 1 (17%) | |
|
|
Total: 6 |
45. Do you have document retention / archive plans and if so what are they?
|
| | Paper copies in archives. |
| | | 1 (14%) | |
|
|
| | torins |
| | | 1 (14%) | |
|
|
| | yes TOMRMS |
| | | 1 (14%) | |
|
|
| | CommVault retention and archives is owned by us and needs to be implemented. Again, to be implemented without overlapping features with SharePoint and VEEAM.
Leveraging TOMRMS taxonomy is the intention for record document retention.
All other data that is not a record will need to be incorporated within a Corporate policy that outlines non-record data retentions and archive plans. |
| | | 1 (14%) | |
|
|
| | We currently try to follow the document retention policy for paper documents.
I don't think anyone does any cleanup / retention management within the electronic documents.
|
| | | 2 (29%) | |
|
|
| | Please refer to City Clerk policy. |
| | | 1 (14%) | |
|
|
Total: 7 |
46. How many documents do you estimate will be stored in the Records Center in the first year?
|
| | No idea on capacity, security, or legal requirements for this. |
| | | 1 (14%) | |
|
|
| | 250 |
| | | 1 (14%) | |
|
|
| | not determined |
| | | 1 (14%) | |
|
|
| | No idea at the moment. I figure approximately 1 TB corporate wide (including all Departments) - maybe more, maybe less - it is a guess at the moment |
| | | 1 (14%) | |
|
|
| | A large amount |
| | | 2 (29%) | |
|
|
| | This is difficult to determine |
| | | 1 (14%) | |
|
|
Total: 7 |
47. Do you need to provide methods where existing forms can be filled online?
|
| | Yes. |
| | | 1 (14%) | |
|
|
| | would be good |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | Yes, it would be beneficial to allow corporate users the ability to fill out forms (these forms would first need to be created) for I.T. change management and all change requests - but to be noted, it cannot overlap what BMC Track-IT (which is currently owned by us) already is capable of doing with regards to change management and change requests |
| | | 1 (14%) | |
|
|
| | We could, some taxation forms could be available online for residents. |
| | | 1 (14%) | |
|
|
| | Yes application forms and permits. |
| | | 1 (14%) | |
|
|
| | Yes for Purchasing |
| | | 1 (14%) | |
|
|
Total: 7 |
48. What information do you want recorded about people, and do want people to have their own sites?
|
| | No idea. |
| | | 1 (14%) | |
|
|
| | possibly |
| | | 1 (14%) | |
|
|
| | not sure |
| | | 1 (14%) | |
|
|
| | Individuals full name, area of expertise, corresponding Department name, Building location, purpose of visit, contact phone number, start and end date and time of visit.
Group Team Sites would be very beneficial for team projects.
My Sites would help for people search and social tagging.
Blogs, wikis, could go a long way in helping close gaps amongst department silo approaches |
| | | 1 (14%) | |
|
|
| | Own sites (not public) would probably be useful for some confidential projects. Especially for directors and managers. |
| | | 1 (14%) | |
|
|
| | Directors and Managers. |
| | | 1 (14%) | |
|
|
| | Database of vendors, local businesses |
| | | 1 (14%) | |
|
|
Total: 7 |
49. What categorizations / classifications are applied to existing content?
|
| | No idea. |
| | | 1 (14%) | |
|
|
| | N/a |
| | | 1 (14%) | |
|
|
| | TOMRMS |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | We use a folder structure. |
| | | 2 (29%) | |
|
|
| | We have multiple documents that can be made available that illustrates this e.g. purchase requistion and purchase order forms |
| | | 1 (14%) | |
|
|
Total: 7 |
50. Do categorizations need to be applied to all groups in the division or just a site within it?
|
| | No idea what you are talking about. |
| | | 1 (14%) | |
|
|
| | n/a |
| | | 1 (14%) | |
|
|
| | not sure |
| | | 1 (14%) | |
|
|
| | N/A |
| | | 1 (14%) | |
|
|
| | Not sure |
| | | 2 (29%) | |
|
|
| | This can be developed during the SharePoint project. Currently not ideal. |
| | | 1 (14%) | |
|
|
Total: 7 |
51. Do you have workflow / approval procedures attached to categorizations?
|
| | No idea what you are talking about. |
| | | 1 (14%) | |
|
|
| | n/a |
| | | 1 (14%) | |
|
|
| | yes |
| | | 1 (14%) | |
|
|
| | No |
| | | 1 (14%) | |
|
|
| | - Currently we have only 2 options used for workflow.
1. Escribe workflow for Council reports
2. We use digital signature from Adobe Acrobat Pro. We can send a document for signature / review within the application.
|
| | | 1 (14%) | |
|
|
| | - Currently we have only 3 options used for workflow.
1. Escribe workflow for Council reports
2. Vadim Purchase Orders
3. Worktech work orders
|
| | | 1 (14%) | |
|
|
| | Purchasing has a purchase order/ purchase requisition process through Vadim. Invoice approval workflow needs to be developed. |
| | | 1 (14%) | |
|
|
Total: 7 |
52. Do you have a set of keywords associated with any of your existing content?
|
| | No. |
| | | 1 (17%) | |
|
|
| | no |
| | | 2 (33%) | |
|
|
| | Not standardized.
BMC Track-IT system (HelpDesk) has the potential of some keywords that we might be able to leverage for the future (currently only using keywords within the BMC system for our I.T. Teams benefit and for attempting standardization of support ticket classification) but currently we are not publishing BMC Track-IT as a web portal service to users and therefore a keywords database has not really been developed.
To simplify end-user adoption of the BMC HelpDesk we implemented it so that a user simply emails a corporate I.T. support email account that the BMC HelpDesk system would generate a Support Ticket and email the user (requestor) a ticket number and tracking information. |
| | | 1 (17%) | |
|
|
| | No |
| | | 2 (33%) | |
|
|
Total: 6 |
53. Any other requirements?
|
| | The City needs to have a software specialist that can support this program. In a previous City, even with a 100% full-time employee dedicated to SharePoint it was still not used properly or by the majority of employees. I'm not sure how C-R expects to overcome this when other cities could not, and they had the support to properly support it. |
| | | 1 (25%) | |
|
|
| | n/a |
| | | 1 (25%) | |
|
|
| | Would like to know more how we can leverage categorization and classifications to our benefit/ |
| | | 1 (25%) | |
|
|
| | N/a |
| | | 1 (25%) | |
|
|
Total: 4 |
|
|
|