Exploring Microsoft Sharepoint-Word 2003 by WaKUy9W


									Exploring Microsoft SharePoint
Streamlining AltText Processes while Investigating Accessibility
PattiLou Lester (plester@fsu.edu) &
KimBoo York (kcy07@my.fsu.edu / kimboosan@gmail.com)
Florida State University

Slide 2.

SharePoint – What is it?
“Microsoft SharePoint is a web application platform. First launched in 2001, SharePoint
is typically associated with web content management and document management
systems, but it is actually a much broader platform of web technologies, capable of being
configured to suit a wide range of solution areas.”
~ Wikipedia (emphasis added)

Slide 3.
AltText road to SharePoint
What it offers
            Scalability
            Centralization of data
            Automation of certain tasks
            Security
            Collaboration

Slide 4.
AltText road to SharePoint

          A. Accessibility and Learning Curve
                  1. For students
                  2. For administrators/staff
                  3. For development team
          B. Security
                  1. designed for people working in groups, not to service individual
                         a. AD group set up
                         b. Specialized permission levels
Slide 5.
AltText road to SharePoint
   1. Obstacles
          A. Learning curve (that concern was valid)
                 1. System is not intuitive
                 2. Very powerful but very confusing
                 3. Very customizable if you know what you’re doing
          B. Lack of accessibility reviews
                 1. Few comprehensive overviews of accessibility issues
                 2. Few discussions in regards to accessibility issues for site
                    administrators/owners/creators (step by step how-to)
          C. Time/Staff investment
                 1. Initial set up – time – investment heavy
                 2. Scheduling training

Slide 6.
AltText road to SharePoint

Image description: The 5 component flowchart titled AltText Road to SharePoint
displays the process involved in integrating to Sharepoint. It began with a hardcopy
flowchart of processes involved in delivering services, which involved paper forms to
document all components of service delivery. From there, we developed a Mind Map
which gave us a road map to designing the final Sharepoint site.
End of image description.

Slide 7.
AltText road to SharePoint

Image description:
This flowchart shows the process originally used to request and obtain ALT TEXT
materials. Begin: Intake Documentation verifies ALT TEXT Eligibility. Then Student
submits request from SDRC Website or hardcopy. Then AT Lab Coordinator receives
request via on-line form or hardcopy. Then Processing, then Check ALT TEXT Library
binders and k-drive.

If yes to ALT TEXT Library binders or k-drive, then Confirm edition, year and
appropriate format. Edit to alt format as needed. Then Confirm Receipts, then Burn CD
or use Dropbox to send text electronically; discuss with student.

If no to ALT TEXT Library binders or k-drive, then Check bookstore and other on-line
databases. If yes to bookstore and databases, then confirm edition, year and appropriate
format. Edit to alt format as needed. Then Confirm Receipts. Then Burn CD or use
Dropbox to send text electronically; discuss with student.
If no to bookstore and databases, then Place request with Publisher. Print confirmation,
attach to student request form. Then if time permits, wait to hear from publisher 7-14
days. Then receive e-text. Then upload text to virtual drive. Then convert text into
requested format using ABBY, Dolphin, or other. Then Clean and edit the document
applying consistent standards; follow ALT TEXT procedures. Then confirm receipts.
Then Burn CD or use Dropbox to send text electronically; discuss with student.

If time does not permit: Secure permission to scan and Contact Bookstore for loan copy.
If yes to bookstore copy available, then Copy text on copy machine using procedures.
Then scan text using ABBY Fine Reader, then Convert text into requested format using
ABBY, Dolphin or other. Then Clean and edit the document applying consistent
standards; follow ALT TEXT procedures. Then Confirm receipts, then Burn CD or use
Dropbox to send text electronically; discuss with student.

If no to bookstore copy available, then contact Professor or Student for loaner copy. Then
Copy text on copy machine using procedures. Then scan text using ABBY Fine Reader,
then Convert text into requested format using ABBY, Dolphin or other. Then Clean and
edit the document applying consistent standards; follow ALT TEXT procedures. Then
Confirm receipts, then Burn CD or use Dropbox to send text electronically; discuss with
End of image description.

Slide 8.
AltText road to SharePoint

Image description:
There is a flowchart titled: Current "Alt Text" mind map. It is in the form of a wheel and
spokes to represent the SharePoint architecture. The center is labeled SDRC ALTTEXT.
The spokes are links to various pages.

Directly connected to SDRC ALT TEXT are: Submission page, Libraries, Tasks,
Permissions, Home Page, and Workflows.

Submission Page contains links to three forms: Profile form, Book request form, and

Libraries contains two links to: Form Libraries and Document Libraries.

Form Libraries contains links to: Temp-Readings Request Forms, Temp-book request
forms, Temp-Profile Forms, Profiles Forms, Book Request Forms, and Readings Request
Document Libraries contains links to: Books/Readings (working), Student
Books/Readings, and Staff Library.
Flow pattern for Submission Page to Form Libraries: When a Profile Form is submitted,
it flows to Temp-Profile Forms, then immediately moves to the more secure Profiles
Forms. When a book Request Form is submitted it goes to Temp-Book Request Forms
and then immediately moves to more secure Book Request Forms. When Readings
Request Forms are submitted, the form goes to Temp-Readings Request Forms and then
immediately to more secure Readings Request Forms.

Flow pattern for Form Libraries: A submission to Book Request Forms creates a Task
that leads to a Workflow. A submission to Readings Request Forms creates a Task that
leads to a Workflow.

 Flow pattern for Document Libraries: A document in Books/Readings (working) flows
to Student Books/Readings when ready for pick-up.

Permissions links to SDRC_Owners, SDRC_TeamLeads, SDRC_AltTechs, Visitors, and
Individuals. The Individuals are separated into AD Group and Student (name).

Home Page links to Info Pages and Registration Page. Info Pages links to: Information
about SDRC for faculty and staff, Learning Ally, Bookshare, Access Text, Google
Books, NLS, Audible, and Gutenberg Library.

Registration Page flows directly to Submission Page.

Workflows links to: Email reminders to Students, Task Completed email to Student, and
Forms Workflows.

Email reminders to Students contains folders for Spring, Summer, and Fall.

Forms Workflows links to: Move book request form, Move profile form, Move readings-
request form, Book Request tasks set up, Reading Request tasks set up, and form created
End of image description.

Slide 9.
AltText road to SharePoint

Image description:
The Student View does not show the ribbon or link bars. On the navigation bar is shows
the link to Resources and Student Books only.

Both views contain the same information in the Welcome message and Useful Offsite
Links, as well as a Site Search box.
Start welcome message:
Welcome to AltText!

This is the new AltText home page. From here you can submit your student profile
information, your book and reading requests, and ask questions about the status of your
Wondering where to start?

If you have already qualified for AltText assistance through the SDRC, the next thing
you need to do is register your current (or upcoming) semester student profile here with
the AltText Department. So! Let's get started!

Click here to be taken to the sign up and request page.
End welcome message.
Start Useful links:
Useful Offsite Links:
Student Disabilities Resource Center at FSU.
AltText at SDRC.
FSU Libraries.
End Useful links.

End of image description.

Slide 10.
AltText road to SharePoint
Image description:

The Staff View shows everything you saw on the student site plus a ribbon bar with Site
Actions dropdown menu, Browse tab, Page tab, breadcrumb link, and editing link.

A Microsoft "ribbon" listing options for modifying the page including "edit", "check out",
"page permissions", "library settings", "library permissions", "draft check", etc.

The Navigation Bar on the left side of the page with links:
Libraries; Student Books; Student Profiles-Student Profiles, Archive-Student Profiles;
Request Forms-BookReq Summer 2012, ReadingReq Summer 2012; Working Docs-
Books Summer 2012, Readings Summer 2010; Tasks-Book Tasks, Readings Tasks; Staff
Library; ATN Exchange; Recycle Bin; All Site Content.
End of image description.
Slide 11.
AltText road to SharePoint
   1. Components to site design/use:
          a. Security
          b. Services
                  1. Sign up and requests
                  2. Resources
                  3. Text download/reading
          c. Libraries
                  1. Form libraries
                  2. Document libraries
                  3. Tasks
          d. Workflows (macros)
          e. FSU SDRC Manual for users/developers:

Slide 12.
So You Want to Create a SharePoint Site?

Slide 13.
SharePoint – What do you need?

   1.   Server space to house Sharepoint Server (SPS) and necessary infrastructure
   2.   A SharePoint 2010 site
   3.   SharePoint Designer – Free download
   4.   Microsoft InfoPath 2007 or 2010 – Form Creation)
   5.   Resources – text, web resources, and IT SharePoint support

Slide 14.
The critical issues:
   1. Functionality: how can we…?
   2. Security: what it offers, and what it doesn’t
   3. Accessibility: 508, W3C – WCAG compliant?
   4. Usability: Universal Design – are we there yet?
Slide 15.
   1. Functionality comes first; decide what you need and how you will use it.
   2. Four major components:
           a. Documents
           b. Forms
           c. Tasks
           d. Users
   3. How do these elements fit together?
           a. Which documents are needed by which users?
           b. What are forms being used for? By whom?
           c. Are tasks tied to documents, forms, users, or all three?

Slide 16.
Security & Permissions
   1. Levels of permissions
          a. Very granular: possible to control what any user can access and use
   2. Adapting SharePoint features for security
          a. Moving forms from initial, public library to secure library via automatic
          b. Active directory student “group” to hide students from each other while
              giving access to site

Slide 17.
  1. Standards:
        a. SP 2010 was built targeting 508 and WCAG 2, and relies on WIA ARIA
            to implement accessibility
        b. What does that mean?
        c. Standards test script for evaluation
  2. Accessibility Kit for SharePoint (AKS)
        a. HI Software Compliance Sheriff – intended to scan for accessibility and
            repair issues with SharePoint, includes an accessible Rich Text Editor.
Slide 18.

SharePoint Elements to Consider:
   1. Accessibility Mode – what exactly does this do?
          a. Accessing it – where you can find it
          b. Each page instance has to be enabled. Ugh!
   2. Web Parts versus Wiki Pages
   3. Calendar view in SharePoint versus syncing
      with Outlook
   4. Issues with creating libraries using browser features versus SharePoint Designer.

Slide 19.

   1. Tweaking the Monster
        a. What does that mean? A powerful tool with a lot of options is never what
            you need “out of the box”; tweaking means fine-tuning elements to your
            needs. SharePoint does not always make this easy.
        b. Tools to use – Firefox: FANG and Firebug
        c. Functional limitations – SharePoint is not kind to site developers
        d. Cheat sheets – finding help online by looking at the solutions others have
            come up with.

Slide 20.

   1. Editing the CSS
         a. Accessing it – learn your master pages
         b. Examples of code hacks:

       A. Example of code: (Commenting out code that shows “page has been
          altered” bar )

 <!-- div id="s4-statusbarcontainer">
 <div id="pageStatusBar" class="s4-status-s1">
 </div -->
 <SharePoint:VisualUpgradePreviewStatus runat="server"/>
  <div id="s4-mainarea" class="s4-pr s4-widecontentarea">
  <div id="s4-leftpanel" class="s4-notdlg">
   <div id="s4-leftpanel-content">
   <asp:ContentPlaceHolder id="PlaceHolderLeftNavBarDataSource" runat="server" />
End code example. Note that the phrase beginning with "<!--" and ending with "--!>" has
been circled in red to indicate that changes have been made.

       B. Changing code to hide ribbon bar from student users:

Code example. Code is:
   Width=16 />
 <Sharepoint:SPSecurityTrimmedControl ID="SPSecurityTrimmedControl2"
runat="server" PermissionsString="ManageWeb">
   <script type="text/javascript">
     document.getElementById("s4-ribbonrow").style.display = "block";
End code example. Note: The phrase PermissionsString="ManageWeb" is circled in red
to indicate that it has been changed.

Slide 21.

Alternative ways to Navigate:
   1. Mapping SharePoint as a Network Drive
                  a. Easy to do on Windows 7
                  b. An alternative way to negotiate/manage site and move and copy
                     data around. Displays file structure of all the list and documents,
                     all the libraries….
                  c. Can use this to manage data between parent and sub sites
                  d. Functional limitations-
   2. Mobile Device Mode
                  a. How to set it up
                  b. Functional Limitations
Slide 22.
ACCESSIBILITY: An example of what can be done

Screen shot of OTAP site - Oregon Technology Access Program:

Image: Screen shot of Oregon Technology Access Program's website homepage.

In the very top right hand corner there is a small "sign in" link for members of the site.

There a banner graphic across the top Saying "OTAP: Oregon Technology Access
Program". The typical SharePoint ribbon bar is replaced by a menu bar that runs
horizontally underneath listing the following navigation options: Home, Loan Library,
Training, AT Links, AT Documents, Publications, Current Web Classes, AT Teams
Project, AIM Resources, ATAP Advisory, Search.

There is a vertical navigation bar running down the left side of the screen listing the
following options: Contact OTAP Staff, OTAP News, OTAP Training, OTAP Loand
Library, Publications, Annual Assistive, Technology Conference, AT Teams Project,
CATO, Survey Summaries, OTAP Advisory. Important to note is the text padding that
has been applied.

The main content area consists of two columns. The left column has an announcement
about an upcoming training session. The right column is labeled "What is the Oregon
Technology Access Program?" and has a short description of the program. There is a lot
of white space on this page.

Slide 23.
ACCESSIBILITY: An example of what can be done
Screen shot of CNIB site Canada National Institute for the Blind:

Image: screenshot of the main website homepage for the Canada National Institute for the

Across the top are various user options: print page, site map, site accessibility, links to
change contrast, and text resizing. The CNIB helpline phone number is listed here along
with links to allow the user to request services or to donate. Below this, the typical
SharePoint ribbon bar is replaced by a horizontal menu bar that lists the following
options: Home, Your Eyes, Living with Vision Loss, Our Services, Research, Support
Us, About Us, Shop CNIB, search.
The main page content area below the graphic is divided into two columns. The left
column is labeled "CNIB News and Learning Centre" and lists the titles of current press
releases and/or updates. The column on the right is labeled "I am a..." and provides a
series of links to specialized services for specific groups such as "New Diagnosed" and
"Parent Friend".

The page has lots of white space and padding around the text.

Slide 24.

   1. For Student using the site
         a. Learning curve adjusting to SP features/layout
         b. Default layout not friendly
         c. Features (some) not accessible, not usable
   2. For Staff developing the site
         a. Application not friendly
         b. Steep learning curve
   3. For Staff using the site
         a. Documents other than MS have to be edited outside SharePoint
             (proprietary issues-i.e. PDF)
         b. Learning curve

Slide 25.
Wrap up
  1. Functionality: SharePoint 2010 is a very powerful and flexible program, but
     those very aspects also make it complex and confusing. Trying to customize it
     without coders and web designers on staff is not advised. Designed to be used in a
     collaborative environment, it needs tweaking in order to maintain privacy
     standards. Once everything is set up, though, it should keep chugging along
     efficiently for as long as you need it.

   2. Accessibility: Unfortunately, Microsoft is not there yet. While not completely
      accessible out of the box, the SharePoint site instances can be customized using
      web guidelines/standards, validation tools and re-coding. A lot is accessible;
      however, there are major flaws in other areas. Fixing those flaws is doable, but
      requires the expertise of a programmer.
Slide 26.
Accessibility Resources
   1. Blogs and Websites
           a. http://alastairc.ac/2009/11/sharepoint-2010-accessibility-event/Alastair
               Campbell- SharePoint Accessibility Event
           b. http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?
               ID=517- Building an accessible site
           c. http://www.aiim.org/community/blogs/expert/SharePoint-2010-Web-
               Standards-Accessibility-and-Usability-Quick-Reference-Guide -
               SharePoint 2010 Web Standards, Accessibility, and Usability Quick
               Reference Guide
           d. http://www.slideshare.net/mavention/sharepoint-2010-web-standards-
               accessibility -Web Standards and Accessibility -Mavention
           e. http://www.brucelawson.co.uk/2008/sharepoint-and-web-accessibility/

   2.    FANG- Firefox Add on

   3. Third Party Add on/Plugins
             foundation-module.aspx HiSoftware Compliance Sheriff® SP
             Accessibility Foundation Module (AFM)

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