CAMPUS IT TOOLS

L & S A D MI N T O P I C , M

A R C H 2 0 1 5

This presentation was given live on March 26, 2015 by Bruno Browning, Lisa Jansen, Sue Weier from LSS, Sara Nagreen from Math, and Tyler Schultz from L&S Admin. It is part of a training series coordinated by L&S Administration, intended to connect L&S faculty and staff with topics and information that may be helpful in their positions. More presentations and information about this series of trainings can be found at https://kb.wisc.edu/ls/page.php?id=25131

Welcome to the presentation “Campus IT Tools.”

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PRESENTERS

Lisa Jansen, LSS, eajansen@wisc.edu: Google Sites Sara Nagreen, Math, sjziemen@wisc.edu: Google FormsSue Weier, LSS, scweier@wisc.edu: Storing Data in Cloud/BoxTyler Schultz, L&S Admin, tyler.schultz@wisc.edu: UW BoxBruno Browning, LSS, browning@wisc.edu: Google Apps, Hangouts, Doodle, and Qualtrics

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TECH TOOLS

• Box• Google• Drive• Docs

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• Sheets• Sites• Forms• Qualtrics

The session will include: UW Box and Google Site demos, discussions on how to secure and store data and use forms. (If time, it will also touch a bit on Qualtrics and Doodle). There will be examples of both simple and complex ways to use these tools, concentrating on administrative use, followed by a Q&A segment at the end.

IN SCOPE• High-Level Description of Tool• Examples both simple and complex• Concentration on administrative uses• Discussion (can include other tools)

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OUT OF SCOPE• Hands-on Training• Direct Support

Campus has many licensed software tools available that most people are not aware of. Instead of a hands-on training, this session will be more of a demo to show people how to use these tools and provide ideas on what types of tasks they can be used for.

UW BOX

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• Individual Use, 50GB• Project Use

See Tyler Schultz’s UW Box-Cloud presentation: https://kb.wisc.edu/ls/page.php?id=55151

GOOGLE APPS:

(AS LICENSED TO UW)

D R I V E

D O C S

S H E E T S

S I T E S

F O R MS

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WHAT YOU NEED TO KNOW

• Many google apps have been licensed by UW and are available by netid

• This is a separate google account from others you may have (gmail, uwalumni, etc)

• GMail is not included, though most other Google tools are• Calendar not to be used for scheduling

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Many of these tools have overlapping functions and will change over time. The point is to dive in and start using. It is better to use your University Google account vs. your personal Google account when conducting university business. Your University Google account comes with slightly better intellectual property protection.

A COMMON PITFALL

• Browsers get confused if you access multiple google accounts in multiple tabs

• An easy workaround is to use a different browser for each google account you use

• Chrome, Firefox, Safari, IE, Opera, all are okay

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People on campus run into this roadblock then back off from using, if you have too many accounts open in the same browser, you may experience problems. It is best to use two or more different browsers, one for each account.

GOOGLE DRIVE• Does many of the same things that Box does• No storage quota for UW accounts• Can store any kind of file• Integrates well with other Google tools (esp. Docs and

Sheets)• Easy to back up• Easy sharing inside the University and out

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This is a screenshot of folders in Google Drive. In many ways, it can be used like a hard drive to store files.

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Permissions can easily be setup by typing in emails to allow for file sharing with others on campus, it has many of the same features as Box.

You can grant user permissions as: owner, editor, or view access, or you can make the site public where anyone can view. There is also the option in site itself where you can grant permissions for the whole site or page by page.

SECURITY NOTES

● Not for restricted data. o ie. No social security numbers, bank accounts, drivers license, protected

health information.

● OK for sensitive data, with appropriate permissions. o ie. grades, date of birth, employee records, health records (not health

insurance). ● https://kb.wisc.edu/page.php?id=42601: Protecting data

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There has been a change from about a year ago, things like PIRs (Payment to Individuals) which include SS#’s should not be stored in Box or Cloud. Sensitive data is ok, such as wage assignments, financial aide, and digital signatures, as long as they are only shared with UW staff.

UW is starting to do a better job of classifying what kind of data you can and can’t put in Cloud or Box storage. Both these tools have the same rules pertaining to restricted data.

GOOGLE DOCS

Simple online shared word processing program● Strengths

o Shared editingo Available anywhere, from any deviceo Can be saved (downloaded) as Word or PDF

● Weaknesseso Formatting

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Tool is really designed for collaboration with multiple people to have access at the same time. If you want to put something on University letterhead, it works best to download to desktop first.

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Extreme example, with permissions setup you can control who has access to document and colleagues can leave comments right in the document.

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With Google Docs you have access to the entire history of the document and can click on different versions by date. You can even make each changes to other people’s edits, it is a very quick and productive way to tackle a shared document.

GOOGLE SHEETS

Simple online spreadsheet program● Strengths

o shared editingo available anywhere on any deviceo can export (usually) to Excel

● Weaknesseso Formatting

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May loose some formatting if downloading to Excel.

E X A MP L E 1 : B U D G E T T R A C K I N G

E X A MP L E 2 : S E A R C H A N D S C R E E N

GOOGLE SHEET EXAMPLES:

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Budget Sheet Example 1: 1st tab, started with google sheet, then copy and pasted in figures from WISDM.

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2nd tab, pasted recent transactions in from WISDM every month.

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Last tab is encumbrances for commitments not yet showing up in WISDM to have a better picture of where the finances are currently. Since it is a shared doc, many people can be in the same document at the same time (share editing).

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This spreadsheet is used for budget tracking.

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Example 2: This search and screen spreadsheet allows many reviewers to rank candidates concurrently. After all decisions are entered (Yes/No/Maybe), the rankings can be calculated. This saves time and helps the committee decide who will be interviewed.

GOOGLE SITES

Keep documents, web content, and other information in one place, on one site.

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These can be referred to as mini internets and setup as something you only see or access can be granted to a group or project team. A URL is generated when the site is created. One example of this is graduate students using a Google Site to host a conference on campus.

One nice feature Google has built in, is a migrate tool called “Take Out” which makes it easy to download all your files to your own drive.

SIMPLE SITE FROM TEMPLATE

Features• Text Banner• Search• Simple navigation• Pages with text,

links, and files• Sharing

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You can use templates someone has already created. However, if you create a site that you only have access to, you should also have a backup designated in case you leave the university, so the site is still accessible.

SITE WITH ADDITIONAL FEATURESFeatures● Graphic banner● Search● More navigation● Pages with text,

images, links, and files

● Sharing● Gadgets, scripts, etc.

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Instead of using a template you can also start with a blank page.

EXAMPLE 1: STUDENT HOURLY ADMINISTRATION

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Example of a mini internet used in LSS, simple site created for student hourly administration. It has a search box on top and located in the “Home” area of the page are links to other docs within the site.

EXAMPLE 1: STUDENT HOURLY ADMINISTRATION

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A sample of an Admin page, it can be just a folder of docs from your desktop computer. Adding files is as easy as clicking on the “add files” link at the bottom of page and browsing to the file to upload. The downside is there is no organization structure and no way to group or rearrange once files are uploaded .

EXAMPLE 1: STUDENT HOURLY ADMINISTRATION

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Example of student hourly budget page with a link to another google spreadsheet. When creating a link to another google doc or spreadsheet you have the choice of putting in a link that will take you to that document, or you can tell it to display a certain section of the spreadsheet. If you want to actually edit the parent spreadsheet you have to click on the link to it, this page is really just a snapshot of the original spreadsheet.

EXAMPLE 2: SEARCH AND SCREEN

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In this very simple site you can have many different pieces: webpages that are only located on this site, docs that only exist on your desktop, and links to things located elsewhere in Google. Example of a site used when hiring an academic staff member or graduate student. This site was

created from an existing template used for past hires, so you don’t have to remember what was done in the past. The site contains information for the committee and makes the job of the search chair easier by allowing for better communication with committee. Committee members are the only ones who have access to the search pages and when the search ends, the site becomes a record of who served on the committee.

Also included on this site are links to various committee items, such as position description, PVL, charge, and timeline for the search members, so everybody has the same material upfront and in a central location. This is the main page for managing applications, it covers a lot of information on interviewing, including an area where you can copy and paste sample communications to candidates. It also contains interview questions which are constantly being improved so you can build on past interview questions instead of starting from scratch.

EXAMPLE 2: SEARCH AND SCREEN

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This page includes guidelines and things that are required for committee members. It also included links that are hard to find and are now all in one place. Very helpful for the chair of searches!

EXAMPLE 2: SEARCH AND SCREEN

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This page is used to manage applications, it is a snapshot of the Yes/No/Maybe candidate decision spreadsheet. There is also a link directly to the scoring spreadsheet for members to open and enter their rankings after they review the resumes.

Some members like to do everything electronically, they can duplicate the scoring sheet in their own google drive and fill out for each candidate while some may like to print out and write on.

Applications can be downloaded from site, this keeps it all in one place instead of routing application material by email to the committee.

What is great about using this site for searches is when the search is complete, all of the documentation needed is already located on this site.

TEMPLATE: UW-MADISON GOOGLE SITES TEMPLATE BY TIMMO DUGDALE:https://kb.wisc.edu/page.php?id=30489

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To locate this template, follow instructions on the next few slides.

Both sites look similar because they came from the same template, many people on campus use this very solid template.

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To create a new site using the UW-Madison Google Sites Template (Timmo Dugdale's template), make sure you are logged into your UW-Madison Google account and not your private Google account as instructed on this KB: https://kb.wisc.edu/page.php?id=30489

Follow steps 1-4. When you get to step 5, you should see a group of UW templates. If not, select "wisc.edu" in the upper left-hand corner of the template selection window.

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If having trouble finding where to click on “Sites” in Step 2 of the KB, click on the “Google Apps” button and then choose “Sites” from the pulldown menu. Then continue on to Step 3: Click the “Create” button and on the next page choose the “UW-Madison Google Sites Template.” (This is the Template by Timmo Dugdale referred to in previous slides).

GOOGLE SITES: GETTING STARTED• Log in to Google Sites: https://sites.google.com/a/wisc.edu

• Use a Google Sites Template: https://kb.wisc.edu/page.php?id=30489 (Recommend using “UW-Madison Google Sites Template” by Timmo Dugdale)

• Get Started With Google Sites: http://learn.googleapps.com/sites

• Google Sites Tutorial: https://support.google.com/sites/answer/4417369?hl=en&ref_topic=23216&rd=1

• DoIT KnowledgeBase Documents: https://kb.wisc.edu/googleapps/search.php?q=&cat=2761

• About UW Google Apps

• Usage Guidelines

• FAQ

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The assigned URL from Google may be difficult to remember or undesirable to publish, to request a change of the google address to a more legible URL see: https://kb.wisc.edu/googleapps/page.php?id=18696

If you are thinking about using Google Sites for your department website, you should work with your IT support group to explore all options available to make sure you are using the correct tool like CMS with UW Branding. The Google Site templates used here may not be suited for a department website, instead they are more suited for creating mini internets for specific purposes like administrative tasks, search and screens, or hosting a graduate student conference.

GOOGLE FORMS

Simple online forms• Strengths

• simple way to collect data into spreadsheet

• Weaknesses• can be difficult to embed in other sites• could be even simpler

Sara’s Site: Use Cases for Google Forms

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Prior to Google Forms, if you wanted to put a form on a webpage, you had to program it or have it emailed to you. Now you can create a form with a spreadsheet behind it to collect the data. Although the data can’t easily be put into another spreadsheet, you can still use the URL to share the information.

Sara did her presentation in a google site, this site includes instructions on how to create forms with the question types you want. It can be very specific to the fields you require and can be embed in a website, have its own URL, or placed in an email. It can be setup so when someone fills out the form, the results go in which then automatically generates an email notification letting you know someone filled out the form. Results can also be shared with others on campus

Located on this site are a few examples of forms listed under the Project Site tab, one is a Tutorial Group Scan that sends an email notification, one is called Calculus Exam January, used for students to register for an exam, which generates a spreadsheet for the instructor to use for the exam. The other example is a Fall 2104 TA Assignment sheet used by Math for TA’s and graduate students to sign up for available sections, then the TA Coordinator submits the final approval.

Strengths: • Audio and/or Video• Multi-User• Screen-sharing, plugins, etc• Integrates well w/ other

google tools• Netid authentication, separate

from personal account• Persistent URLs

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• Yet another videoconferencing app

• Video not always perfect (what is?)

• Currently requires a google+ account

Weaknesses:

HANGOUTS, YET ANOTHER VIDEOCONFERENCING APP

HANGOUTS DEMO:Office Hour

Hangouts help with things like faculty office hours, dissertation defenses, or interviewing. There are many apps out there, but this is a separate tool that works much like skype which you may already be using for your personal video conferencing. Hangouts is a separate partition to use for your professional video conferencing and it automatically detects who is talking and puts their face up on screen.

Click on the Office Hours link to see a sample Hangouts Demo.

SO MANY CHOICES!

How do I choose?• campus vs. personal• cloud storage• data collection• videoconferencing• web hosting

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As a rule, it is better to use your University Google account (and not your personal Google account) for university related activities.

Most people use both UW Box and Cloud Storage. Cloud Storage works better for sharing and collaboration. You should talk with your IT Support Groups at your department to decide which tool works best for each job.

DOODLE:• Scheduling tool: create simple surveys to find a meeting time• Easy to use, web-based• UW-branded version without ads• http://www.doit.wisc.edu/services/scheduling-doodle/

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QUALTRICS: http://www.doit.wisc.edu/services/surveys-qualtrics/

• Expert advice on creating a survey• The first hour is free: http://uwsc.wisc.edu/

DON’T FORGET THE UW SURVEY CENTER:

Qualtrics will do many of the same things you can do in Google Forms, the choice of which tool to use depends on what other tools you are integrating with. It is better to use Qualtrics instead of Google Forms for gathering job applications, while Google Forms is a better tool for collecting data only.

This session concentrated more on administrative uses with examples of forms where the people creating them knew exactly what information they wanted to gather. If you are doing survey on a domain you don’t clearly understand, or trying to answer a specific question like why aren’t my graduate students giving my department money, we strongly encourage you to talk to the UW Survey Center. Tiny changes in wording can make a difference in the results you get, so it is important to talk to someone who knows how to build a good survey to avoid some of the pitfalls.

Qualtrics can also be used for things that are not survey related, like collecting student hourly job applications so you are able to gather applications online and not have students fill in paper. Students can upload application material to it and it has a nice UW Branding feature with a crest sign that looks professional. Qualtrics can graph the results for you so you can print it out where people will understand it or it can be more complex and responses can be downloaded to a spreadsheet. It could also be used for managing conferences or submitting papers.

Doodle can be used for scheduling campus meetings with several people or it can also be used for scheduling interviews, where once the person selects a date/time, that slot is no longer available to other candidates.

QUESTIONS:

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C O N TA C T : Br u n o B

r o w n i n g , LS S ,

b r o w n i n g @w i s c . e d u