Alexandra Marshall

 DIVISION OF ORAL HEALTH PROGRAM SERVICES TEAM Standard Operating Procedures PST 0048 SHAREPOINT SITE Contents Office of the Associate Director for Communication2 Standard Operating Procedures2 I.Purpose3 II.SharePoint Sites3 III.Background3 IV.Roles & Responsibilities3 V.Recipient Document Procedures4 VI.DOH Document Procedures6 VII.Calendar Procedures6 I. Purpose The purpose of this Standard Operating Procedure (SOP) is to outline the process(s) that must be followed (i.e., the specific deliverables, timelines, and points of contact involved) for the Program Services Team (PST) 0048 SharePoint site. The site provides a real time account for status of annual NOFO state deliverables. These deliverables can be categorized by state, item, and Program Officer. II. SharePoint Sites The current Division of Oral Health (DOH) PST-related SharePoint pages include: DOH main page: https://cdc.sharepoint.com/sites/NCCDPHP-DOH/SitePages/Home.aspx?OR=Teams-HL&CT=-&params=eyJBcHBOYW1lIjoiVGVhbXMtRGVza3RvcCIsIkFwcFZlcnNpb24iOiIyNy8yMjA1MDEwMTAwOSJ9 Program Services Team (PST) page: https://cdc.sharepoint.com/sites/NCCDPHP-DOH/ps/ PST 0048 NOFO page: https://cdc.sharepoint.com/sites/NCCDPHP-DOH/Partners/NOFO/0048 The 0048 NOFO Sharepoint III. Background The Division of Oral Health (DOH) Program Services Team (PST) IV. Roles & Responsibilities The roles within the Program Services Team (PST) are currently as follows: Program Lead Project Officers (3 positions) Program Support Specialist *Special Projects Team (PST-adjacent) The responsibility of updating the information in the 0048 Share Point currently resides with the: Administrative POCs- Program Lead and/or the Program Support Specialist will update the Yearly Management Tasks and run the reports. These updates will occur in specific monthly meetings. V. Recipient Document Procedures Purpose  Provide DOH personnel with a single, authoritative, central location to access and use documents created by recipients without having to have AMP accounts.  Owners  PST is responsible for copying resources (i.e., documents) from AMP into the Recipient Documents library.  Contributors  Recipients submit resources in AMP.  PST accesses AMP and copies resources into the Recipient Documents library.  DOH personnel require access to recipient documents to perform analyses and other tasks. Not all DOH personnel have, or need, access to AMP. AMP limitations do not permit accessing resources across multiple NOFO awards or recipients.  Procedures  1. PST will submit an IT Systems Issue request to Informatics with a list of recipients, possible document types, and number of budget years for the performance period.  2. Informatics will populate the Recipient Documents library with PST inputs and verify accuracy. Once verified, PST will request any further changes with an IT Systems Issue request.  3. PST will temporarily download resources from AMP. From this temporary download location, PST will select “Add new item” to upload the documents into the Recipient Documents library. The following metadata tag prompts will be completed:  a. Title: description of what the document is  b. Recipient: state or partner from list  c. Document Type: from list  d. Budget Year Number: budget year in the performance period when document was required to be submitted, or when created if submission was not required  e. One-time Performance Period: check-box for if documents are required to be submitted only once during the entire performance period  f. Attachments: file(s) pertaining to the titled document  4. PST will comply with the following naming conventions for Titles:  a. Put in how you want the TITLES to be listed. Guidance should NOT include using dates or words indicating status like Draft/Final/Cleared. Those status words can be applied to the files that are attached if that’s helpful but NOT to the title itself  b. (by way of example: Titles will begin with the recipient’s short name (e.g., GA or ASTDD) and acronyms will be spelled out (e.g., Data Management Plan). Words indicating status (i.e., draft, final, cleared) will NOT be used in Titles but MAY be used in the attached file names.)   5. When files are updated or new versions are submitted, PST will add a new item for each revision OR attach the new/updated version to the existing document and delete/retain previous versions. Remember the purpose of the document library, it’s not for PST to work as that is what AMP is for, it’s for the rest of DOH to work with things put out by the recipients. Make sure your guidance on this matter in this selection reflects how the rest of DOH uses this. If that means nothing but final versions of recipient documents are attached, so be it! That greatly simplifies for everyone else and does not then possibly lead to rework and revisions in the future if something changes.  Timelines  PST will submit an IT Systems Issue request to Informatics to create the Recipient Document library when recipients have been selected.  PST will copy all/final, see note above on purpose of library resources from AMP into the Recipient Documents library weekly after addition in AMP.  VI. DOH Document Procedures Purpose  Provide DOH personnel with a single, authoritative, central location to save, access, use, and collaborate on documents authored by DOH and intended for use by recipients or by decision makers to learn about the cooperative agreement across all phases of the NOFO life cycle (i.e., creation, active management, then closeout).  Owners  PST is responsible for ensuring all documents authored by DOH for use by recipients or by decision makers to learn about the cooperative agreement are saved in the DOH Documents library across all phases of the NOFO life cycle.  Contributors  All DOH personnel will save, use, and collaborate on documents in the DOH Documents library to create a single, authoritative, central location for NOFO documentation.  Procedures  1. PST ensures that DOH personnel will select “Add new item” to upload the documents into the DOH Documents library. The following metadata tag prompts will be completed:  a. Title: description of what the document is  b. Phase: Pre (initial creation, advertisement, recipient selection, kickoff), Active (management of activities for all budget years during the performance period), or Post (closeout)  c. Document Type: from list  d. Point of Contact: optional, person with overall responsibility for the document or who created the document  e. Attachments: file(s) pertaining to the titled document  2. DOH personnel will comply with the following naming conventions for Titles:  a. Put in how you want the TITLES to be listed. Guidance should NOT include using dates or words indicating status like Draft/Final/Cleared. Microsoft collaboration capabilities negate the need for such differentiation. Using multiple versions of documents saved by date or person revising negates the idea of a single, authoritative source for information and leads to duplication of work and wasted time. b. (by way of example: Titles will begin with the NOFO 4-digit identifier (e.g., 0048) and acronyms will be spelled out (e.g., Funding Opportunity Announcement). Words indicating status (i.e., draft, final, cleared) will NOT be used in Titles OR in the attached file names.)   3. Documents will NOT include multiple file versions to support creation of a single, authoritative source file.  Timelines  PST will submit an IT Systems Issue request to Informatics to create a NOFO page subsite when they are prepared to begin creating a new NOFO.  VII. Calendar Procedures Purpose  Provide DOH personnel with a view of upcoming NOFO meetings scheduled by PST or national partners.  Owners  PST is responsible for adding upcoming NOFO meetings scheduled by PST or national partners.  Contributors  PST (??POs??) will enter upcoming NOFO meetings.  Procedures  1. PST will enter upcoming meetings for the appropriate day(s). The following metadata tag prompts will be completed:  a. Meeting Title: brief description of who organized the meeting and its purpose  b. Grant: from list  c. State: from list  d. Start/End date and time: self-explanatory  e. Expected topics: brief description of topics the meeting will cover so that DOH personnel can determine necessity for their involvement  f. Meeting Link URL: Teams or Zoom link  g. Attachments: reference materials to be used during the meeting, may include agenda  Timelines  PST will add events at the same time as when they schedule, weekly, monthly.