Skip to content.
|Networking government in New Zealand.
You are here: Home » Services » Shared workspace » Getting Started Guide - old

Getting Started Guide - old

for Workspace and Discussion List Tools

What do we offer?

The Shared Workspace is a modular ‘toolbox’ of online Applications. We aim to offer a choice of tools from a range of vendors.

This guide focuses on two of our tools:

  • Workspace tool using Microsoft’s Windows SharePoint Services (WSS)
  • Discussion List tool using our custom built scripts (Lotus Notes) and Shared Workspace SEEMail gateway

We offer these tools to State sector and Local Government groups.

A workspace is a secure, interactive, website where members can add, update and manage their own content.

A discussion list is an email service that manages email distribution centrally (one email address is used to distribute messages to all members). Copies of past emails and attachments are stored in an archive that authorized members can access over the web.

Contact us to find out about planned tools and joining prototypes: workspace@ssc.govt.nz

Software required

The State Services Commission manages the tools. We do not install any special software on your system.

Members need:

  • Web access to use workspaces and view the discussion list archive of past messages on the web
  • Internet email to receive automated alerts from workspaces and to participate in discussion lists

Browsers have to be recent so that high encryption is allowed – if members can do internet banking, they should be fine.

To use a workspace:

  • Internet Explorer 5.01 with high encryption pack, but works best with Internet Explorer 5.5 or later (5.2 or later for Mac)
  • Netscape 6.2 or later

To view discussion list archive:

  • Internet Explorer 5.5 or later
  • Netscape 4 or later

Security measures include:

  • Your data is held at a secure hosting centre
  • Virus checking profiles are updated frequently
  • Discussion list traffic is filtered for spam
  • Discussion List uses SEEMail
  • We are aiming at accreditation and certification for ‘IN CONFIDENCE’ information
  • Web tools are SSL and password protected
  • Groups have Protocols to ensure security is maintained and tools are used appropriately

Passwords:

  • We supply group members with their individual username and password
  • You only need one username and password to access all workspaces you are a member of
  • Workspace members can change their own password from within the workspace
  • Members are always prompted to login when using a workspace or discussion list web archive
  • Only members can send and receive messages from discussion lists (they don’t need to log in to do this)

Cost

Fees are charged to partially recover setup, training, maintenance, and reporting costs.

Fees are reviewed on an annual basis.
The current Fees Schedule, including charging principles, is available at: www.e.govt.nz/services/workspace/shared-wksp-fees-2003/

Current Workspace Fee

$1,500 excl. GST one-off fee up to 1 year duration, charged annually thereafter.

Current Discussion List Fee

$200 excl. GST one-off fee, no on-going fees

Getting Started

STEP ONE:

Contact Us!

All queries can be sent to the Shared Workspace Team at:
workspace@ssc.govt.nz

Be prepared to answer these questions:

  • What is your group’s purpose?
  • Who is leading the project/network/initiative?
  • What is your business need?
  • What communication problem(s) are you trying to solve?
  • Which agency will be responsible for ‘owning’ (running and making decisions about) the tool?
  • Do you have a person to champion use of the tool?
  • Do you have a person to help administer the tool and work with us to respond to users’ questions?
  • How many members do you expect will use the tool?
  • Where are your members located? (Same agency? Cross-agency? Overseas?)
  • What is the group’s current method of working together?
  • Do members tend to spend more time using their PC or on the phone and in meetings?
  • How long will you need the tool for?
  • What type of information will be shared? (what security classification does it have?)
  • What is your timeframe and availability for setting up?

STEP TWO:

Decide if our tools meet your needs

We will meet with you and help you decide whether any of our tools fit your needs.

We can also come and show your group how some existing workspaces and discussion lists have been set up and demonstrate how they work.

A useful table comparing tool types and how they meet various collaboration needs, is available at:
www.e.govt.nz/services/workspace/workspace-tools.html.

STEP THREE:

Establish membership process

Decide who can be a member of your workspace or discussion list.

You are responsible for vouching for people who you invite to use your workspace/discussion list. There are no restrictions on who you can invite (eg members can be from business, not-for-profit, and community groups). You can document your membership process in your Protocols document (see STEP FIVE).

Think about:

  • membership criteria
  • who approves new members
  • the effect of membership numbers (smaller groups tend to be more interactive, large numbers may inhibit discussion)
  • what happens when members leave the group or agency they work for

STEP FOUR:

Identify key staff resources

You need to nominate someone to work with us to maintain your workspace/discussion list and answer members’ questions. It’s a good idea to nominate at least one other person as a backup as well.

We will provide one-on-one training to help nominated staff administer your workspace/moderate your discussion list.

We also recommend that you ask an influential person to champion (promote and encourage use of) your workspace/discussion list.

A workspace ‘Administrator’ or discussion list ‘Moderator’ acts as the primary contact point for all group members and Shared Workspace staff.

The Administrator/Moderator manages the workspace on a day-to-day basis, at all times keeping the purpose of the tool (as set out in the protocols) in mind. Typical tasks include:

  • keeping membership information and protocols up-to-date
  • liaising with shared workspace staff to add or remove members
  • showing members who need help how basic functions work
  • adding content and ensuring it is kept up-to-date
  • finding ways to keep things interesting for members
  • advising members quickly when they are not following the protocols

The time involved depends on the size of the group and how active it is. We can provide some estimates based on what other groups do.

STEP FIVE:

Develop Protocols

Your group needs to agree on the ‘Protocols’ (expected behaviour and ground rules) for using the tool(s).

The process of developing the protocols is one of the most important steps in the set up process – it helps you to:

  • gain buy-in from group members and
  • develop a shared understanding of how the group will use the tool to achieve desired outcomes.

Our sample protocols have been developed from our observations of collaborative teams and will help you to avoid potential pitfalls.

STEP SIX:

Select set up options

(a) Discussion List Tool

You decide which of the following options is appropriate for your group.

Authority to post (send) messages to the list:

  • Only your moderator(s)
  • Moderator(s) and named members
  • All members and moderator(s)

Message distribution options:

  • Send replies to all members
  • Send replies only to the Moderator(s) (who can post valid replies)

Attachment Handling:

  • Send messages with attachments
  • Send messages without attachments and store these in the web archive (members log in to the web archive to see the attachment)

Target audience:

  • For Mixed Government and Non-Government Participation
  • For SEEMail Members Only (S.E.E. (Secure Electronic Environment) Mail secures Internet email between participating agencies. A list of SEEMail agencies is available at www.e.govt.nz/services/seemail/)
Select set up options

(b) Workspace Tool

All workspaces have a main homepage. You decide what to display on your homepage and the components of functionality that you want in the workspace.

Most workspaces that we have set up contain the following components:

  • Document Library - a ‘library’ for storing and sorting documents and other files you want to share. We can help you display documents by subject, team etc.
  • Announcements List - a place to share news and other short bits of information. It’s possible to attach files to news items (eg flyers).
  • Contacts List - to manage contact information for members or people they work with. You can include photos.
  • Events/Calendar List - a shared calendar for upcoming meetings, deadlines, and other important events. It’s possible to attach files (eg Agendas). You can display events items in a list or in a calendar by day, week or month.
  • Links List - links to Web pages or other on-line resources that you want to share

Other components that can be included in your workspace are:

  • Tasks List - for assigning responsibility and tracking progress on work items.
  • Issues/Risks - for assigning, prioritising, and following progress of issues/risks from start to finish.
  • Custom List - we can develop a list with columns to suit your needs.
  • Discussion Boards - a place for newsgroup-style discussions within the workspace (members must login to the workspace to participate in discussions - it does not involve use of email).
  • Surveys - survey your members or others who you allow access (you can restrict access to the survey area, so respondents don’t see the rest of your workspace). You develop the questions and decide how users specify their answers (free text, tick box etc). You can choose whether or not to allow users to see each other’s answers. The tool saves you time by aggregating results and creating basic bar charts.
  • Web Pages - for static content and to create mini-homepages if you have a large number of members and work streams.
  • RSS Newsfeed - shows news stories published by agencies to the www.govt.nz portal. Can be filtered by keywords/phrases to focus on items of interest to your group.
  • Picture Library - for managing and displaying pictures, such as thumbnails, download options, and a slide show.

STEP SEVEN:

Test

Once we have set up the tool for you, we will add a small number of users to check that the set up works for you.

If you have set up a workspace, it is a good idea to arrange a demo for your group before going live. We can make amendments to the workspace based on group feedback.

STEP EIGHT:

Invite members and GO LIVE!

Once you’re happy with the way the tool has been set up, you provide us with a list of members who should be given access and at what level:

  • Workspace access: read only (‘Reader’), read/write (‘Contributor’), or Administrator (‘Web Designer’)
  • Discussion list access: member or moderator

Your list should include email addresses and, if you want this displayed in the discussion list archive, role/job title.

We give your members access and tell them you’re open for business!