SharePoint Online (Document Collaboration)

What is this Service?

Document Collaboration is provided by our SharePoint Online service.  SharePoint Online is a cloud-based service, hosted by Microsoft. The State of Vermont now utilizes SharePoint Online as part of its Office 365 subscription. 

Microsoft SharePoint Online enables an organization to easily create and manage custom team-focused and project-focused sites for collaboration.  In addition, it’s possible to deploy an organization-wide intranet portal used to disseminate information and news across the organization.

What is Included?

Key Standard Features

Collaboration Tools including:
  • Customizable Team and Publishing Sites
  • Document sharing
  • Calendars, Announcements & Task Lists
  • Custom Lists
  • Social Features
  • Collaborate with External Users
  • Your Sites Page
  • OneNote Integration with team sites
  • Search with continuous crawling of content for real-time results
  • Business Intelligence
  • Workflows
  • Apps for SharePoint
  • Information Rights Management
  • Backup

SharePoint Online Feature Availability for Office 365 Government Plans (F1, G1 and G3): 

See table in the full Microsoft SharePoint Online Service Description:  https://technet.microsoft.com/en-us/library/sharepoint-online-service-description.aspx#bkmk_tableo365

SharePoint Online Enterprise -- External Users

External users inherit the use rights of the SharePoint Online customer who is inviting them to collaborate. While external users can be invited as extended project members to perform a full range of actions on a site, they will not have the exact same capabilities as a full, paid, licensed member within your organization. Learn more about how to request use of External Users (see info on our licensing page for vendor/partner accounts). 

Data Backup

The following pertains to SharePoint Online:  Data protection services are provided to prevent the loss of SharePoint Online data. Backups are performed every 12 hours and retained for 14 days. This describes the data backup services as offered when SharePoint Online is generally available.

Customer data is continuously replicated between data centers at any given time.

Customer data will also be replicated and backed up locally within each data center.

SharePoint Online has set an Recovery Point Objective (RPO) and Recovery Time Objective (RTO) in the event of a disaster:

  • 1 hour RPO: Microsoft protects your SharePoint Online data and has a copy of that data that is equal to or less than 1 hour old.
  • 6 hour RTO: Organizations will be able to resume service within 6 hours after service disruption if a disaster incapacitates a hosting data center.

SharePoint Online boundaries and limits

There are some limitations to the SharePoint Online service, such as site collection quotas, file upload limits, and storage limits. For details, see SharePoint Online software boundaries and limits.  In addition, there are certain types of files that you cannot upload or download in a SharePoint list or library see blocked file types.

Search Limits for SharePoint Online

Key Non-Standard Features:

  • Due to Microsoft limitations; we cannot put public sites in our government cloud. 
  • ADS has built an on premises solution to fill the void by Microsoft’s decision to discontinue offering public sites within SharePoint Online.   This service differs from the Web Content Management System (WCMS), in that SharePoint has the following features:
    • Document management
    • Robust search
    • Custom lists and libraries
    • Site owners can upload and maintain their own information

How do I request a SharePoint Public-facing site?

  1. Download this form and have it signed by the following people:
    • Site owner
    • Business owner
    • IT Contact
    • Records Officer or records custodian
  2. Upload the completed form to LanDesk requesting a SharePoint Public Facing site.

**Please Note:  This service is not a replacement for your Agency or Department’s public-facing internet site.

Service Exclusions:

  • ADS hosts the SharePoint sites.  We assist with site setup and high level questions.  However, it is recommended that Site Owners go to SharePoint training as you would with any Microsoft Office application. 

How Do I Obtain This Service

User Request Process for Service Features

To request a new SharePoint Online site, please fill out the SharePoint Online Request form.  Then submit a LANDesk ticket, and attach the form to the ticket.

How Do I Receive Support for this Service?

To request support for this service, contact the Service Desk to open a support ticket

Service Maintenance Schedule

With SharePoint Online you receive new product updates and features as soon as they become available.  All Office 365 updates are thoroughly tested and evaluated for performance and scalability before they are released to the public. For significant updates, Office customers are initially notified by the Office 365 public roadmap. As an update gets closer to rolling out, it is communicated through your Office 365 Message Center.

On Premise Service Maintenance:

Maintenance will be scheduled outside of business hours (after 8pm on weekdays (excluding Thursdays) and between 2 pm – midnight on Saturday, or Sunday) with notification to all potentially impacted areas.

Service Performance

Availability Goal

Service/Application Availability
Support Availability
  • ADS Service Desk: Monday –Friday 7:45 a.m. to 4:30 pm
Non-Business Hours

ADS does not traditionally respond to issues after business hours. ADS staff is only available via "best effort" after hours. Support calls placed after 4:30 PM and weekends/holidays will be redirected to Contact Communications. Issues requiring immediate attention will be forwarded to the appropriate ADS employee who will triage the reported issue and follow proper procedures to restore activities to normal operations

Request Fulfillment Goal

Fulfillment dependent on business needs and requirements (for new sites).  For all other service requests, please see resolution goals in the Customer Support (Service Desk) Service.

Resolution Goal

Issues will be prioritized and resolved based on priority.  Please refer to the Customer Support Service Level Agreement for definitions of priority levels and resolution goals for each level.

Service Costing

  • SharePoint services are included in the ADS allocation.
  • SharePoint Public sites (requiring anonymous access) will be assessed a demand service fee
  • SharePoint Online Storage Capacity:
  • The tenant SharePoint storage capacity is based on number of users in the State’s O365 tenant.    SharePoint Online storage is based on the following calculation:
    • F1 licensed users 512 mb x # of F1 licensed users
    • G1/G3 licensed users:  10Gb x # of licensed users. 
       
  • Site collection storage limit is 25 TB per collection.  Here is a great chart that breaks down all the capacity totals in SharePoint Online. 
  • Additional storage would be charged at $2.25/GB annually
  • There is a threshold or limit of 5,000 in a library list.  Additionally, you can set thresholds or limits within the library to view less the 5000 items limit. 
  • For specific questions, please contact ADS, or submit a LANDesk ticket.

More Information:

SharePoint Users GroupSharePoint Users Group (SPUG)

What Is SharePoint:  https://support.office.com/en-us/article/What-is-SharePoint-97b915e6-651b-43b2-827d-fb25777f446f?CTT=1&CorrelationId=b7f3ba4f-6d5e-47f8-95db-bc499e6a16cd&ui=en-US&rs=en-US&ad=US

Microsoft SharePoint Online Service Description:  https://technet.microsoft.com/en-us/library/sharepoint-online-service-description.aspx

 

133 State Street
Montpelier, VT 05633
(802) 828-4141

For Customer Support, please call 802-828-6620 or toll free 855-828-6620

  • ADS Service Desk/Telecommunications:   Option 1
  • Vision/HR Helpdesk: 802-828-6700: Option 2

Public Records Database and Agency Records Officer or Liaison Contact Information