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					Software User's Manual

      LADOT Intranet Site Redesign



                   Team 03




 Mahir Anwar                 Project Manager/Tester

 Feng Rao                    Implementer

 Bhaskar Rao                 Tester

 Teng Li                     Implementer

 Stephen Oglesby             IIV&V/Tester

 Wenfeng Liu                 IIV&V




                                                      March 29, 2011
User Manual (UM)                                                                                                                    Version 1.0




Table of Contents
TABLE OF CONTENTS.................................................................................................. II

TABLE OF TABLES ...................................................................................................... III

TABLE OF FIGURES .................................................................................................... IV

1.     Introduction ........................................................................................................................... 1

     1.1     System Overview ........................................................................................................... 1

     1.2     System Requirements ..................................................................................................... 1

2.     Installation Procedures .......................................................................................................... 3

     2.1     Initialization procedures ................................................................................................. 3

     2.2     Re-installation ................................................................................................................ 3

     2.3     De-installation ................................................................................................................ 3

3.     Operational Procedures ......................................................................................................... 3

4.     Troubleshooting .................................................................................................................. 20

     4.1     Frequently Asked questions ......................................................................................... 20

     4.2     Error Codes and Messages ........................................................................................... 20

     4.3     Note .............................................................................................................................. 21




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Table of Tables
No table of figures entries found.




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Table of Figures
Figure 1 Home Page of the LADOT Intranet ................................................................................................................4

Figure 2 sign in as a different user ................................................................................................................................5

Figure 3 edit personal information ................................................................................................................................6

Figure 4 user administration .........................................................................................................................................7

Figure 5 library list .......................................................................................................................................................8

Figure 6 Example of a library .......................................................................................................................................9

Figure 7 Homepage ..................................................................................................................................................... 10

Figure 8 Picture library .............................................................................................................................................. 11

Figure 9 Homepage edit mode .................................................................................................................................... 11

Figure 11 Edit content ............................................................................................... Error! Bookmark not defined.12

Figure 12 Email notification ..................................................................................... Error! Bookmark not defined.16

Figure 13 Task list ..................................................................................................... Error! Bookmark not defined.16




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1. Introduction


1.1 System Overview
The redesigned Los Angeles Department of Transportation Intranet will be working based on the
Microsoft Sharepoint Server 2010. It is installed under the Microsoft Windows Server 2008
environment and needs supported by IIS 7.0, Microsoft SQL Server 2008. All features of the
Intranet are provided by Sharepoint and customized to meet operational needs for users and
maintainers.


1.2 System Requirements
This section is illustrating the minimum requirements of the system. They are referred to content
on the website of the Microsoft Products.

1.2.1        Hardware Requirements
Web servers, application servers, and single server installations

Processor:                                        64-bit, four cores

RAM:                                              4 GB for developer or evaluation use
                                                  8 GB for production use in a single server or
                                                   multiple server farm

Hard disk:                                        80 GB for system drive




Database servers

Processor:                                        64-bit, four cores for small deployments
                                                  64-bit, eight cores for medium deployments

RAM:                                              8 GB for small deployments
                                                  16 GB for medium deployments

Hard disk:                                        80 GB for system drive



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1.2.2      Software Requirements

Database server in a farm        One of the following:
                                   The 64-bit edition of Microsoft SQL Server 2008 R2.
                                   The 64-bit edition of Microsoft SQL Server 2008 with Service
                                    Pack 1 (SP1) and Cumulative Update 2.
                                   The 64-bit edition of Microsoft SQL Server 2005 with Service
                                    Pack 3 (SP3)

Single server with built-in      The 64-bit edition of Windows Server 2008
database

Client computer                  With one of supported browsers:
                                   IE 8
                                   IE 7
                                   Mozilla Firefox 3.6
                                     (on both Windows and non-Windows operating systems)
                                   Safari 4.04
                                     (on non-Windows operating systems)




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2. Installation Procedures
Because the Intranet is developed by using SharePoint Server which was already installed on the LADOT
Server, the site can run directly without any installation procedures. But here, the procedures of backing up a
site and recover the site are described in case the website’s structure or data was broken.


2.1 Initialization procedures
Login the SharePoint Central Administration as an Administrator.
Go to Back up and Restore page.Granular BackupPerform a site collection backupSelect a site
collection Type in the name as “C:\\backup.bak” Start Back up.

Then the backup will start automatically and the .bak file will be stored under C:\\ root directory.




2.2 Re-installation
    Login into the SharePoint Central Administration as an Admin.
    Go to Back up and Restore page.
    Granular Backup
    Recover data from an unattached content database
    Type in the Database name


2.3 De-installation
The procedure of de-installation is deleting the web collection. The process is:


Central Administration Application Management Delete Site Collection
Select a site collection Delete Site collection




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3. Operational Procedures


3.1 Browsing
All content in LADOT Intranet is able to be browsed, including: links, text content, pictures and
video.

Operation Steps
   1. Open your browser, please make sure you are using compatible browse and its version
      described in 1.2.2.
   2. Fill the address bar with URL: http://ladot94fdot04/ladotintra/SitePages/Home.aspx to
      jump to the Home Page of the LADOT Intranet;
   3. Click on subpages through navigation bar.




                            Figure 1 Home Page of the LADOT Intranet




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3.2 User Login
 Enable different users to login with related authorities. Account and initial password should be
obtained from the Administrator.

Note: this is only applicable to Content Editor, Content Approver and Administrator.


Operation Steps
   1. Go to LADOT Intranet website as described in 3.1.

   2.   Click on “Sign In”              button which is located at upper-right corner.
   3.   A login window will prompt and please fill your account and password.
   4.   Click on “OK” to ensure your login and “Cancel” to give up.
   5.   If you want to login as a different user, then click on your name which is also located at
        upper-right corner and go to “Sign in as Different User” in drop down list.




                                    Figure 2 sign in as a different user


3.3 User Settings
 Users could change their profile in the system.
Important: Email address should be modified carefully since it will be used for Email
notification in workflow. So, you should add your email address properly to receive Email
notification.
Note: this is only applicable to Content Editor, Content Approver and Administrator.


Operation Steps
   1. Go to LADOT Intranet website as described in 3.1.
   2. Login the system as described in 3.2




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   3. Click on your name which is located at upper-right corner and go to “My Settings” in
      drop down list.
   4. Click on Edit item, and then you could edit your information.




                                 Figure 3 edit personal information




3.4 User Administration
Add, delete user accounts and grant permission to them.
Note: this is only applicable to the Administrator.


Operation Steps
   1.   Go to LADOT Intranet website as described in 3.1
   2.   Login as the Administrator.
   3.   Click on “Site Actions” which is located at upper-left corner of the page.
   4.   Go to “Site Permissions” and it will redirect to:




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                                    Figure 4 user administration

   5. Choose a user group you want to make change.
   6. To delete a user, select check box in front of a user, then click on “Action” and select
      “Remove users from group”.
   7. To add a user, click on “New”. It will enable you to add a new user. Please note that the
      user should be already registered in operating system.
   8. To grant permissions or change the permissions to a user account, you could delete one in
      previous group and add it in another user group to finish permissions control.


3.5 Upload Forms to Library
Upload a form to related library.
Note: this is only applicable to Content Editor and Administrator.

Operation Steps
   1.   Go to LADOT Intranet website as described in 3.1
   2.   Login as the Content Editor or Administrator.
   3.   Click on “Forms” and go to the subpage through the navigation bar.
   4.   Find library which you want to upload a form to,




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                                           Figure 5 library list

   5. Click on the name and it will jump to related library.
   6. Click on “Add document” to add a new form.
   7. New uploaded form will be in status of pending. Anonymous user cannot see it. To
      approve or reject it, please refer to 3.11.
   8. If form has been approved, all users can read it normally. Otherwise, it will not be open
      to other users in different groups and anonymous users.


3.6 Download Forms from Library
Upload a form to related library.

Operation Steps
   1. As described in 3.5, firstly you need to go to a library in which you want to download a
      form. You can refer to 3.5.
   2. Left click on the form to view it and right click to save it.




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                                   Figure 6 Example of a library




3.7 Content Edit on Homepage
Edit content including text, pictures, video on the Homepage.
Note: This is only applicable to Content Editor and Administrator. Please make sure you are the
Content Editor who is in charge of the subpage you want to make change, otherwise, you cannot
make any changes.

3.7.1      Text

Operation Steps
   1. Go to LADOT Intranet website as described in 3.1
   2. Login.
   3. Click on “Edit” button to edit text.




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                                           Figure 7 Homepage

   4. Operations to edit the content are similar to Microsoft Word.
   5. After you finish changes, click on “Save & Close”.
   6. Changes will be in pending and anonymous users cannot see it. To approve or reject it,
      please refer to 3.11.
   7. If changes have been approved, all users can read it normally. Otherwise, it will not be
      open to other users in different groups and anonymous users.

3.7.2       News Picture
   1.   Go to LADOT Intranet website as described in 3.1
   2.   Login.
   3.   Click on “All site content”, and then all libraries and subpages will show up.
   4.   Click on “Picture libraries->Site pictures”, then it will redirect to a picture library.




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                                      Figure 8 Picture library

   5. Click on “Upload” and choose a picture to upload. Go back to Homepage.
   6. Click on “Edit” button to enable edit mode.




                                   Figure 9 Homepage edit mode

   7. Click on Insert and then move your cursor to Picture icon.



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   8. Then choose a picture to insert, alternatively, you can insert a picture from Sharepoint,
       which is storing in picture library by step 3 to step 5, or from local folder.
   9. Operations to edit picture are similar to Microsoft Word.
   10. After you finish changes, click on “Save & Close”.
   11. Changes will be in pending and anonymous users cannot see it. To approve or reject it,
       please refer to 3.11.
   12. If changes have been approved, all users can read it normally. Otherwise, it will not be
       open to other users in different groups and anonymous users.


3.8 Content Edit on Subpages
Edit text of each subpage.
Note: This is only applicable to Content Editor and Administrator. Please make sure you are the
Content Editor who is in charge of the subpage you want to make change, otherwise, you cannot
make any changes.

Operation Steps
   1.   Go to LADOT Intranet website as described in 3.1
   2.   Login.
   3.   Click on the subpage through navigation bar.
   4.   Click on “Edit” button to edit the context.




                                       Figure 10 Edit Content

   5. Operations to edit the content are similar to Microsoft Word.
   6. After you finish changes, click on “Save & Close”.
   7. Changes will be in pending and anonymous users cannot see it. To approve or reject it,
      please refer to 3.11.


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   8. If changes have been approved, all users can read it normally. Otherwise, it will not be
      open to other users in different groups and anonymous users.


3.9 Search
Search all related content on the website.

Operation Steps
   1. Go to LADOT Intranet website as described in 3.1
   2. On each page, there is a search bar beside the banner.
   3. Type keywords of the content and left click on search button by mouse and press “Enter”
      on keyboard.
   4. All content related to the keywords will show up and click on each links to redirect to
      other pages.


3.10 Blog
The LADOT blog is a place where the employee’s as well as the anonymous users can write
about or blog about anything from work to interesting experiences.


Operation Steps
   1. Go to the LADOT Intranet website as described in Section 3.1
   2. In the middle right hand side we see a web part called Public Blog.




                                             Figure 11 Blog

   3. 15 of the most recent blogs will be available for viewing.

   To read a blog:


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    4. To Read the blog all users have to do is click on the blog of interest.
    5. The blog opens up displaying the content and the Writers name as well.

    To add a new blog:

    6. We click on the Public Blog Link; this takes us to a new page where all the blogs written
       can be seen.
    7. On the right of this page we have the following options :




    8. We click on the “Create a Post” link to add a new post.
    9. This opens a new window where we add a title and information about the blog.
    10. We can also assign a certain category to which the blog belongs. We finally click the
        publish button once this is done.
    11. If we go back to the main screen we see the new blog in the Public Blog Section.



3.11 LADOT Wiki
The LADOT Wiki is a core capability which acts like a knowledge repository where the employees can access the
wiki pages that might be useful and helpful to them.


Operation Steps

    1. Go to the LADOT Intranet Website as described in Section 3.1
    2. In the middle right hand side we see a web part called Links.
    3. We see the wiki pages as links below that.




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                                           Figure 12 Wiki links



   To create a new wiki page:

   4. You have to sign in as a registered user. You will see a button that says “Add new links”
   5. Click this, copy paste the URL from the previous wiki link
      (http://ladot94fdot04/ladotintra/wiki/Pages/Testing.aspx) and type in the description of
      the wiki page and hit save.
   6. The wiki page appears in the Link box along with the description. Now click on the wiki
      page to enter and start editing. A link called “Edit this page” is viewable.




   7. Click this and add the data into the wiki page.
   8. Once you are done you hit the button located on the top left corner to save and close
      (next to site actions)




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                                     Figure 13 Edit Wiki Links


3.12 Workflow Approval or Reject
All uploaded forms and changed content will be in pending status. Only after related Content
Approvers’ approval, they can be accessed by other users.
Note: This is only applicable to Content Approver and Administrator.


3.12.1 For workflow of webpage content:

Operation Steps
   1. Content Approver will get an Email notification to inform him/her that status is waiting
      for approval.
   2. Check the notification Email, open a browser and put the URL in the Email into address
      bar. This will lead you to the tasks list waiting for approval. You can also click on Home
      to have preview of changes.
      Note: you can login before this step.




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                                    Figure 14 Email notification




                                           Figure 15 Task list

   3. Click on task, of which the status is not started, then a window will prompt, then choose
      approve or reject. Approval will enable changes open to all users, reject will cancel
      changes.


3.12.2 For workflow of forms:
Operation Steps

   1. Content Approver will get an Email notification to inform him/her that status is waiting
      for approval.


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   2. Check the notification Email, click the name of the new document. This will lead you to
      open form. Then you can choose to click the “view the workflow history” hyper link to
      switch to workflow approval page.
      Note: you can login before this step.




                                           Figure 16 Task list




                                   Figure 17 Workflow Task List


   3. Click task title to complete the workflow approval.




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                                    Figure 18 Task Description




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4. Troubleshooting


4.1 Frequently Asked questions
Q: How can I get access to LADOT Intranet?

A: Users authorized with access to LAN (Local Area Network) of the Los Angeles Department
of Transportation or VPN of the Los Angeles city (e.g. myremote.lacity.org) are able to visit the
LADOT Intranet. If you are not sure about network connection status, please ask network
administrator for help.


Q: Why I still cannot visit LADOT Intranet even my computer has been connected
to required network?

A: Please have a look at 1.2.2 Software Requirements to make sure you are using described
browsers with specified version.

Q: If I forgot my password, what should I do?

A: Please contact the Administrator to help you reset your password.

Q: I’m a Content Approver, but I can’t receive email notification.

A: Please set your email address properly referring to 3.3.


Q: How to edit text in edit mode?

A: You can edit it as in Microsoft Word.


Q: How to edit content in advance?

A: The intranet is based on the Sharepoint from Microsoft. You can achieve more information
from website of Sharepoint.

4.2 Error Codes and Messages
N/A




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4.3 Note
   -   At CCD, users can’t receive notification properly. The problem has been resolved before
       TRR ARB.
   -   Since developers are still modifying the system, User Manual will keep being revised as
       well.




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