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communication project

The City District are investing in Microsoft Office 365 to improve communications for all our members. This website has been hosted on this technology for the past couple of years, and before that on Microsoft Sharepoint. We are now in a position due to the Microsoft donation scheme to non profit organisations, to significantly improve the communication tools available to all our members. The potential is massive, the system being a platform potentially for all Sections and Groups to use for their own projects, and for IT training for both volunteers and young people.

Every member of the City of Nottingham Scouts (both volunteers and potentially young people) will be assigned an Office 365 licence.

See below a summary of what is included in Office 365; and a summary of our implementation plan.

 

What's Included in Office 365

 

Email and calendars
Use business-class email through a rich and familiar Outlook experience you can access from your desktop1 or from a web browser using Outlook Web App. Get a 50 GB mailbox per user and send attachments up to 25 MB. Everybody will have an email address firstname.lastname@nottingham-scouts.org.uk which is also your office 365 user name.
 
Web conferencing

Host online meetings with audio and video using one-click screen sharing, HD video conferencing, and virtual whiteboard. Excellent for brainstorming.

Instant messaging

Connect with others via instant message and let people know your availability with your online status.

File storage and sharing
OneDrive for Business gives users 25 GB of personal storage that syncs with their PC for offline access. Easily share documents with others through Office or SharePoint.
 
Team sites

Work together on projects with team sites that help keep related documents, notes, tasks, and conversations organized together. Up to 300 subsites.

Office Online

Create and edit2 Word, OneNote, PowerPoint, and Excel documents from any modern browser.

Mobility
Sync email, calendar, and contacts; access SharePoint sites; view and edit Office documents with Office Online using a browser on Windows Phone, iOS, and Android devices.
 
Apps for Office and SharePoint

New third-party and customer-developed apps work with Office and SharePoint to bring web services right into your documents and sites.

Administration
The admin portal provides IT detailed configuration options for your services, either from an online portal or through automated management with PowerShell commands.
 
Reliability

Get peace of mind knowing your services are available with a guaranteed 99.9% uptime, financially backed service level agreement (SLA).

Security

Cutting-edge security practices with five layers of security and proactive monitoring help keep your data safe.

Privacy

Your data belongs to you. Microsoft does not scan emails or documents for advertising purposes.

Up to date

No need to pay for version upgrades; updates are included in your subscription. New features are rolled out to Office 365 customers in an IT-configurable experience.

Support24/7 phone support for all IT issues. For less urgent issues, you can make service requests directly through the admin portal.

Implementation Plan

 

We have set up a small project team to complete some testing.

We have set up in addition to the public website, a City members only site, and a young leader site.

The necessary licences have been aquired for all adult volunteers who are members, and all young leaders.

This page will be distributed to all members with a registered email address.

Training materials will be prepared for the implementation.

User names and passwords will be distributed to District Exec members, and Group Scout Leaders, together with some short introductory training videos.

The leadership teams in each Scout Group will be sent user names and passwords, a Group at a time. Leaders who have an email address will be communicated to directly, those who do not have an email address will be communicated to through Group Scout Leaders.

We are hoping each Scout Group will nominate an adminisrater or super user for the Group, who will become the first point of contact for queries within the Group.

 Training materials will be distributed, and available on the site for everybody.

We will feature the functionality, benefits and potential uses of the various elements of the site over time.

All District communication will be done through this technology.

Instructions will also be distributed as to how this technology is integrated with your other systems.

We hope you will all embrace this technology, and take advantage of what it offers to Scouting. Commercially each licence is worth over £50 per person per year.