Enterprise Calendar Request. Pennsylvania Interactive

Transcription

1 Enterprise Calendar Request Pennsylvania Interactive November 21,

2 Version History The version numbering is as follows: The initial version is.01. Once the deliverable has been accepted, it becomes version After the baseline (v1.00), all subsequent minor changes should increase the version number by 0.01 Version Number Change Request Number (if applicable) Accepted Date Author Summary of Change.01 PAI Team Baseline Version NOTE: No changes to the document will be allowed when the document is pending approval. 2

3 Contents 1 Introduction Purpose Request Process Required Information Name for Calendar Public Website URL Calendar Navigation Options Users and Roles Request Form Primary Contact: Calendar Name: Public Website URL: Calendar Navigation Options: Users and Roles

4 1 Introduction 1.1 Purpose The Enterprise Calendar Application is an enterprise level solution to allow Commonwealth Agencies the ability to add public calendars to their migrated website. The Enterprise Calendar Application is comprised of two (2) pieces: The Public Calendar displays the calendar information on the SharePoint site. The Administration Web Application is used by calendar administrators to manage the calendar(s). The purpose of this document is to outline the process and information required to start a new calendar. 2 Request Process To request the Enterprise Calendar, an Agency must complete and provide a Request Form to pahelp@egov.com. Agencies can always contact PAI Customer Support directly to request the form. The Request Form is provided in Section 3 of this document. Please see below to see how your Agency should receive/request the Event Calendar Request Form. 2.1 Required Information A formal request to create a new calendar for the Public Agency Website will require the following information Name for Calendar Each calendar created in the system requires a unique name to identify the specific calendar in the administration web application. This name should include the agency/website name and the purpose of the calendar. Below are some examples of appropriately named calendars: [Agency Name] [Calendar Name] [Agency Name] Training Calendar Public Website URL The web address for the website for the calendar is where the calendar will be displayed. This would be the base URL for the website. (i.e. pa.gov). PAI will place the calendar on the site of the URL provided. 4

5 2.1.3 Calendar Navigation Options Along with the URL for the website where the calendar is to be located, PAI will need to know where to place the link(s) for the new calendar on the Agency s migrated site. There are four (4) possible locations to include a link to the Agency s calendar. The Agency can select one or more of the location options for the calendar link. The agency will need to determine the location options for the placement of the link(s) before the request is submitted. The options for link placement are defined below: Main Navigation The migrated sites have a hierarchical menu structure. The image below shows the Main Navigation, the highest level of the menu structure as ONE COLUMN TWO COLUMN THREE COLUMN. Sites typically have options available under each of these items; these options are shown below as SUB LINK LEVEL 1, etc. PAI will place the calendar link under one of the column options. If a link in the Main Navigation is desired, please select Main Navigation as an option on the Request Form and specify where in the navigation it is requested to be placed. Please note: The Agency can select only one column option for the link location. Using the Screen Shot above: To have link appear under One Column, Select Main Navigation and then fill in the field as One Column. This will create a link to the calendar that looks like this: 5

6 To have link appear under One Column and be under Sub Link Level 1 with Sub Link Level 2, Select Main Navigation and then fill in the field as One Column > Sub Link Level 1. This will create a link to the calendar that looks like this: Quick Link The approved templates for website creation allows for three (3) quick links that are displayed on the right side of the banner. The quick links display on every page and would provide access to the calendar from any site page. Please note: Only three (3) quick links spots are available, depending on your selection on the request form (Top, Middle, Bottom) the existing quick link in that location will be replaced by the calendar link Content Zones The approved templates for website creation allow for three (3) content zones on the homepage of the site. A link to the calendar can be added to a content zone to allow easy access to the calendar from the homepage. Please note: This layout is generally applied on the homepage and if this is the only option selected, the calendar link will only be available from the homepage Agency Footer The approved template(s) for website migration includes an Agency Footer. The footer displays on every page within the Agency website. 6

7 The footer is a customizable section of the site where the link can be added to one of four (4) defined regions. When one of the four (4) areas of the footer is clicked it expands to show the links available in that region. A calendar link can be placed in the footer, if the Agency Footer option is selected on the request form Users and Roles A list of Commonwealth Employees that will be managing the calendar and their role will be required to create users and grant access to the Administration Website. To create the user and grant access the following information is required: First Name Last Name Address User Role: o Requestor has the ability to create and edit events on the calendar(s) they are assigned. o Approver has the Requestor Rights plus the ability to review and approve events. Staff with this role will receive s when an event has been requested. o Super User has Approver rights plus the ability to reassign user roles on their calendar(s). Staff with this role will receive s when an event has been requested. 7

8 3 Request Form All information requested on this form is required in order to begin the Enterprise Calendar Application Request process. Once you have completed all sections, a scanned or digital copy to pahelp@egov.com. Please note: If a user is no longer an employee of the Commonwealth or their role changes, the Primary Contact/Calendar Admin is required to inform Pennsylvania Interactive (PAI) in order for their user credentials to be removed. 3.1 Primary Contact: This person will be responsible for coordination with PAI Staff during the Calendar Creation Process. Name: Phone Number: 3.2 Calendar Name: Please supply the Calendar Name based on the information found in Section of this document. 3.3 Public Website URL: Please supply the public URL of the website for the calendar, based on the information found in Section of this document. 8

9 3.4 Calendar Navigation Options: Please supply the placement of the links to the calendar on the website, based on the information found in Section of this document. o Main Navigation Specify Location in Nav: o Quick Link Top Middle Bottom o Homepage Content Zone Left Middle Right o Agency Footer Region: 3.5 Users and Roles Please supply the users names, address and role they should have for the calendar. Information on roles can be found in Section of this document. If you need additional space to add users, please continue on the next page. Name Role (circle one) 9