Accreditation Documentation in SharePoint 2010

1. Accreditation Documentation in SharePoint 2010 Office of Performance Improvement – Minnesota Dept. of Health www.health.state.mn.us/divs/opihealth.ophp@state.mn.us Revised 07/16/2013 by AHM

2. Domain Libraries • Each domain has its own SharePoint Document Library with the same specifications, for a total of 12 libraries • This allows documentation to be assessed as a whole, without becoming overwhelming (i.e., one library for all 12 domains), or difficult to find (i.e., one library for each standard/measure)

3. Document Upload • Team members upload documentation to the appropriate Document Library • When uploading a document, team members fill out relevant properties (above) that become linked to the document and give context for assessing it • These properties are also called “columns” and/or “categories” in SharePoint, and called “metadata” by techy types. • These properties are helpful when cover sheets are created for final documentation

4. Document Properties (1) Users added the following properties when uploading each document:

5. Document Properties (2) Continued…

6. Document Properties (3) SharePoint also automatically recorded the following properties for documents in all Document Libraries: • Who uploaded the document (“Created By”) • When it was uploaded (“Created At”) • Who last edited the document (“Modified By”) • When it was last edited (“Last Modified”) • Version numberVersioning is included if the SharePoint Document Library’s creator/owner has adjusted settings to include it

7. Misc.: Documentation • Each measure may have 10 different pieces of documentation that meet requirements; collecting them all allows team members to choose which best represents their efforts within the measure requirements. • Regardless of the system used, it’s helpful to provide an orientation for team members to learn how to add/edit documentation within the system.

8. Misc.: SharePoint • If a piece of documentation meets more than one measure in a domain, it’s helpful to upload it twice in SharePoint; this way, each measure’s document can possess different properties (rationales, relevant page numbers, etc.). • Documents in a single SharePoint library cannot be named the same file name, or one will overwrite the other. Documents located in different SharePoint libraries can be named the same.

9. Selecting Final Documentation • When MDH was ready to choose the documentation it would upload to e-PHAB, OPI added the following column to each domain’s Document Library: • This allowed team leads to winnow down final choices without deleting (therefore losing) documentation that didn’t make the cut. • Documents marked “Yes” would be submitted via e-PHAB • Documents marked “No” and/or “Unsure” would remain in the library in case other documentation turned out to be unsuitable

10. Other SharePoint Features: Issue Tracking / Technical Assistance • OPI tracked technical assistance requests from team members across MDH, and shared them in a central location so others could troubleshoot the same issues. • This was accomplished using a SharePoint List.

11. Other SharePoint Features: Team Roster • An online roster allowed team members to directly contact each other with questions, and make connections with co-workers across domains. • An online roster provided a single, central location to list all team members, rather than depending on separate lists on hard drives, in MS Outlook, on paper, etc. • This was accomplished using a SharePoint List.