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Microsoft Teams use case: PASS staff

Applicable to 

  • Applies to managers (or their delegates) of PASS staff who would like to create a Microsoft Team as a platform for remote collaboration within their department, division or team. 
  • May apply to PASS staff who are members of the department/unit/teams who would like to know how best to use Teams.  

 

When to use 

Use when PASS staff are collaborating within their departments or across departments using Teams. 

 

Description

This covers the case in which departments such as Finance, ICTS, CMD, etc. use Teams to collaborate within their departments or across departments to achieve a common goal. Teams can therefore be used to.facilitate communication, online meetings and activities for PASS staff in departments/units/teams across campus and enable them to work remotely, effectively and efficiently. 

 

Recommended tools and tabs 

Recommended tools

Icon 

Tool 

Used for: 

 

OneNote 

  • Taking informal/formal notes during or after meetings 

 

Planner 

  • Planning and coordinating tasks within the PASS department/unit/group 

 

Whiteboard 

  • Brainstorming during discussions or workshops 

 

Wiki 

  • Documenting proceedings during or after meetings 

 

Polly 

  • Quick informal polls during committee/group meetings

  • Gauging member views quickly and providing a report within the meeting  

 

Microsoft Forms 

  • More comprehensive, formal and/or extended surveys/questionnaires to be sent to the committee/group outside of meetings

 

Glossary 

  • Providing a standard set of terms/acronyms and definitions for use within the committee/group to ensure shared understanding 

 

Stream 

  • Managing recordings of meetings up until August 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them. 

OneDrive of Business
  • Managing standard meeting recordings as of September 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them.

SharePoint
  • Managing channel meeting recordings as of September 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them.

 

Website 

  • See the recommended Tabs section below  

Note: Only secure links (i.e. HTTPS) may be added. 

 

Recommended tabs 

Examples of tabs that might be useful or applicable to different departments or areas:  

Note: Only secure links (i.e. HTTPS) may be added.

Department 

Title 

Used for: 

All PASS departments 

ServiceNow self-service portal 

  • Requesting IT assistance, logging a request, incident, problem etc.  

All PASS departments 

ICTS website 

  • Referring to UCT IT support information and policies 

All PASS departments 

Finance website 

  • Referring to UCT Finance information and policies 

All PASS departments 

HR website 

  • Referring to UCT HR information and policies 

All PASS departments 

SAP ESS 

  • SAP Employee self service 

Finance 

SAP/SAP Business Objects 

  • Finance administration and reporting in SAP and/or SAP Business Objects 

Human Resources 

SAP HR 

  • HR administration in SAP 

ICTS 

ServiceNow consultant portal 

  • Managing IT support at UCT using ServiceNow 

Student administration departments 

PeopleSoft 

  • Student administration 

Other 

<other links to websites> 

  • Providing resources/information to support the activities of the committee/group outside of those provided by Microsoft Teams 

 

Recommended channels 

Examples of channels for PASS staff 

Channels should be created based on the PASS staff group’s specific needs (such as topic, discipline, or subject). However, examples of types of channels that can be created are:  

  • General channel for general discussions, operations, miscellaneous items 

  • Private channel for private collaboration or discussions between senior PASS staff or managers

  • Channel/s for each smaller grouping/team within the department or division, if applicable

 

Good practices for using channels 

Selected good practices are listed below, but for a full list, please see the channels section in the Good practices guide for Microsoft Teams.  

Area 

Practice/s 

Naming of channels 

Use a reliable and agreed naming convention for channels that will be sustainable in the long run within the team.  

Permissions in channels 

Meeting permissions can be set in channels to limit and manage access to meeting recordings to ensure that only those permitted to access recordings can do so. 

Private channels 

Private channels may be used in committees for private discussions between two or more members of the team.  

 

Features 

This list contains features that are available in Teams to better manage your workspace.

 

Related tips, tricks and FAQs 

 

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