Child and Adult Care Food Program Centers SharePoint Site

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1 Child and Adult Care Food Program Centers SharePoint Site Introduction, Instructions and Guidance for Sponsoring Organizations What is SharePoint? SharePoint is an interactive, web based document management system. Why use SharePoint? The Minnesota Department of Education (MDE) has four goals with implementing a SharePoint site for the Child and Adult Care Food Program (CACFP) sponsors. Maintain sponsor management plans. Expedite Budget Adjustments. Facilitate technical assistance and support. Improve communication and collaboration. SharePoint Implementation Sponsors must begin utilizing this site to upload the management plan and budget in SharePoint site. Instructions to access the website 1. Create a Minnesota Department of Education (MDE) website account. a) Go to: b) On the Sign In page next to Don t Have an Account? select the link Create Account On the User Authorization Agreement at the bottom of the webpage, click the I Accept button. c) On the MDE User Profile page fill in the required fields to setup MDE website account and click the Save button. Note that the required fields have a *. Please note that the User ID minimum length is eight characters. Password minimum length is eight characters and must contain at least one capital letter. This username will be displayed in SharePoint. 2. Request access to the site a) Go to: b) When you enter your username and password, an Error: Access Denied page will be displayed. At the bottom of that message is a Request Access link. Click this link.

2 c) A Request Access page will be displayed. Enter a brief message in the text box along with your name and sponsor name to simplify associating your name to a User ID or who is making the request. Click the Send Request button which will send an message to the site administrator to request your User ID to be permitted access to this site. You will receive a reply once your User ID is validated for access to the site. 3. Login to the site a) Go to: b) Bookmark or make the site a Favorite to facilitate your return in the future. c) Enter your user name and password, and click the Sign In button. d) You will now be at the main page of the site. Management Plan and Budget Instructions 1. Utilize the Management Plan for Centers Questionnaire available on SharePoint. Always use the Management Plan questionnaire found in the SharePoint Documents: Reference and Training Materials for the most current version as a guide to ensure all documentation properly addresses all questions of the management plan.

3 For new sponsoring organizations during your discussions with MDE, the type of sponsorship will be determined, whether a sponsoring organization of affiliated or unaffiliated centers. The management plan questionnaires vary slightly depending upon what type of centers you are sponsoring. If your organization is sponsoring unaffiliated sites, MDE will direct you to the proper Management Plan questionnaire. 2. Create an individual document for each question on the management plan questionnaire, and title the document. Use a naming convention that includes the questionnaire item number and item title. A guide to assist with naming conventions is available for your convenience. 3. Annually thereafter upload the required documentation for the Management Plan when completing the annual application renewal. In the Cyber-Linked Interactive Child Nutriti0n System (CLiCS), please only upload the signed Management Plan Certification. All other documentation must be uploaded in SharePoint. Using SharePoint Features Document Libraries MDE has created a document library entitled Reference and Training Materials that is available to all sponsors. This will contain training materials and reference documents that are NOT contained on the MDE website. MDE has created a document library for each sponsor. The library is intended to provide electronic document storage and version control for the annual management plans and budgets as well as for the review materials. These libraries are specific to each sponsor and can only be accessed by authorized sponsor staff. To work in a library, click on the library name in the list on the left hand navigation. Once it s open, users can work with existing documents, upload documents or create new documents. To upload a document, you must first navigate to the folder where you want to upload the document. Then you can either upload a single or multiple selection of documents. Select upload from the toolbar that appears just above the document list and browse for the appropriate file to be uploaded from your computer and hit CHECK IN.

4 To create a new file, select new from the toolbar that appears just above the document list and then choose new document or new folder. This will open up a new Microsoft word document or allow you to create a new folder. To organize documents within folders, use the existing folders to store the documents according to the management plan questionnaire and item numbers. For example the item numbers beginning with V are to be saved in the Financial Viability folder. SharePoint does not allow for deleting of documents. In the event that a document was duplicated, needs to be deleted or removed from SharePoint you must contact MDE to complete the action for you. Naming Conventions for management plan documents. Use the Management Plan Questionnaire Item Number and Item Title to name each document. Examples: C1. Organizational Chart V4. Budget <<YEAR-YEAR>> When uploading a budget, use the same naming convention above except for the supporting documentation. Each individual contract or item should have its own document.

5 (Item Number) (Item Title) A naming convention guide is available in the document resource library. Example: V4. Budget <<Support Document Title>> To work with an existing document in the library there are three options: view, edit in Microsoft Word for quick changes, or check out for bigger changes. To view the document, select the link. To edit or check out click on the down arrow, and select one of two options. PDF documents may only be viewed. Any changes to a document that has been checked out will be saved locally but cannot be viewed until the user uploads the document with same name replacing the existing file then checks the document back in. If a document is checked out, this will prevent others from being able to modify this document and they will only be able to view the document until it is checked back in. Once you checkout the document select it again and make changes. Then save to your local drive (remember where you saved it). Upload the document back into the SharePoint folder with the exact same name indicating to overwrite the current file. When checking a document back in, it will ask for version comments. Users must describe any changes made to the document. Also, if a state agency staff person checks a document back in, comments may be made. When done, hit OK. This action will replace the previous version. Note if no changes were made simply indicate, No Change. The naming conventions must be used for each document in the management plan. There may be a need to supply additional supporting information for your plan and identify the document in the proper library. If for some reason you need to change the name of a supporting document,

6 request that change from the MDE staff responsible for SharePoint. You currently are not able to make the name change on your own. SharePoint is set up to keep versions of each document. When a document is checked out, changes are made, and it is checked back in; a new version is created with the same name. You can view the history choosing Version History from the drop down menus on the right hand side of the document name. When done uploading any documents, engage the alert so you can receive notifications from MDE as they review the information provided. We will use this method of SharePoint alerts and comments rather than correspondence.

7 Alerts Users must set up alerts that will notify you via when items are changed or comment correspondence has been added. We will use this SharePoint method of communication rather than the traditional correspondence for the Management Plan of your CACFP sponsorship. To set up an alert, select the library or document that you wish to receive notification. A drop down box will appear with Alert Me as a selection. Library: Document: The New Alert page will appear. The address where the notifications will be sent is identified. You may choose when you want alerts sent and at what frequency; immediately, daily or weekly. We recommend that you select to receive the notifications immediately. When done making your selections, hit OK. Contact mde.fns@state.mn.us for assistance or to share suggestions for this site. Discussions You are able to have private and group discussions in SharePoint. MDE has created a private discussion area for each sponsor as well as one for group discussions. The private discussions are between MDE Staff and authorized sponsor users only and should be utilized to ask sponsor specific questions or concerns. To select a discussion, choose a discussion title in the list on the left hand navigation. Users can start a new discussion or respond to an existing item.

8 To create a new discussion, choose the title (in this case, the group you want to see the discussion item) from the left hand navigation. Select new from the drop down menu just above the discussion list. Type a Subject in the box, the discussion item in the box labeled Body and hit OK. To respond to an existing discussion item, choose the title (in this case, the group you want to see the discussion item) from the left hand navigation. Select the discussion item from the list. Select the Reply button from the right hand side, just above the item title. Type your comment in the box labeled Body and hit OK. Surveys, Links, Announcements, and Calendar Upon occasion, MDE may create a survey for the group. This survey will be sent to all sponsors on the site. To respond to the survey, choose the survey title from the list on the left hand navigation. Choose the survey name from the list and then select Respond to this survey from the navigation above the discussion list. Select your response and hit finish. MDE has created a list of commonly used web resources. To add a new link, select Links from the left hand navigation and choose new from the drop down menu above the list of links. Complete the link, Title and notes sections and hit OK. MDE will use the announcement section of the site to share important information with all sponsors. To add a new announcement to be shared with all sponsors, select Announcements from the left hand navigation and choose new from the drop down menu above the list if announcements. Enter the title, body and expiration date (if applicable) and hit OK. Users can also attach documents to an announcement by selecting add attachment from the navigation in the menu at the top. This tool is not necessarily designed to replace the listserv, however, to accommodate all message and content types, both tools will be used. MDE will utilize the calendar to remind all sponsors of important upcoming dates. To add to the calendar, select calendar from the left hand navigation and choose new from the drop down menu above the calendar. Users are required to enter a title and start and end date. Provide as much information as possible. Users may also attach documents to an announcement by selecting add attachment from the navigation in the menu at the top. More about Alerts Users should set up alerts that will notify them when via when items are changed or added as new. In the upper left hand corner, users will see WELCOME: (username). Select My Settings from the drop down. From this screen, choose My Alerts from the top navigation. Users will see a list of all notifications that are currently set up. Select Add New from the top navigation to add additional alerts. A list of available lists and libraries will appear. Choose the appropriate radio box and select next. Users can then establish the frequency of the notifications and then select OK.

9 Contact for assistance or to share suggestions for this site.

10 Frequently Asked Questions Does SharePoint work best using a certain browser? SharePoint works best using the latest version of Internet Explorer. If you are using an older version, simply turn on the compatibility view by following the steps below. Turn on Compatibility View in IE by selecting Tools -> Compatibility View Settings -> Add to add our website as shown. I use a MAC and can t get some of the functions of SharePoint to work correctly. Are there any options? There is usually a work around solution for all functionality. Please contact mde.fns@state.mn.us and specify the issues you are having. MDE staff have reviewed my document and made comments. How do I see those comments? When you have a file that you have uploaded that needs to be reviewed and approved by MDE, staff will check the document out. If comments are necessary, MDE staff will simply make comments when checking the document back in. It is a good practice to turn on the alert system, so you will know when comments are posted. To view the comments, select Version History from the document drop down box. This will display the comments for you.

11 Can I link Microsoft Outlook directly to SharePoint? The SharePoint site is a secure site so you will continually get a pop up window asking you to log in. MDE does not suggest linking the two programs. If you have already done this, you can delete the connection by following these steps. Choose file from your outlook menu bar. Then select account settings. There is a tab that says SharePoint Lists. You should see the MDE Centers SharePoint site listed here. You will want to highlight this and select Remove. That should take care of the pop up.