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

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
Polls
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
OneDrive of Business	Managing standard meeting recordings 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 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.