The Governance Intranet was migrated to a new platform in December 2022.
The previous Governance Intranet was built on SharePoint Server 2013 which is reaching end of life on 11 April 2023, after which it will no longer be supported by Microsoft (see: SharePoint Server 2013). It was therefore required that the system was migrated off SharePoint 2013 and onto a supported platform, SharePoint Online.
For UCT community members:
The interface has changed slightly but mostly remains unchanged and community members can still view open committees documentation, policies and principal's circulars.
For a high level tour of the Governance Intranet interface on the new platform, see: Overview: Parts of the Governance Intranet window
Due to the need to limit customisation and due to the differences between the old and new platforms:
For servicing officers, the custom menu on the Committees page and committee management features are no longer available.
For secretariat members, the custom menu on the Principals circular's page and principals circulars management features are no longer available.
For policy officers, the custom menu on the Policies page and policy management features are no longer available.
Below is a list of the changed features by site area:
In general, various document management features have changed due to the default document management features that are natively available in the SharePoint Online platform, such as sharing documents or links to documents, as well as other default features such as improved search and mobile compatibility.
Committees site area/menu item:
The custom menu and associated features for use by committee servicing officers to manage their committee has been removed (such as approve minutes, create multiple meetings, manage committee members, view my committees, view my meetings, and this will be done using another collaboration platform, such as Microsoft Teams.
While committee documentation is still grouped by year, and then by meeting date, the sort order has changed from 'newest-to-oldest' in the old version to 'oldest-to-newest' in the new version, and it no longer expands the grouping on opening a committee.
While the approval feature has been removed, it may be possible in future to apply automation for approval of minutes and setting rules.
Committee documentation (such as terms of reference, membership list, meeting agendas, minutes and attachments) can still be uploaded and checked out and back in by servicing officers, and viewed or downloaded by committee members and, if it is an open committee, by UCT community members.
Certain features, such as checking out a document and checking it back in, are still available but require several more steps to carry them out.
Policies site area/menu item: The custom menu to add or remove Policy source documents has been removed. But policy officers, once they have been assigned the necessary access, will be able to upload or remove policy documents as required.
Principal's circular site area/menu item: The custom menu to add or remove Principal's Circulars documents has been removed. But members of the Secretariat, once they have been assigned the necessary access, will be able to upload or remove Principal's Circulars documents as required.
Legislation menu item: This menu link still redirects to the Sabinet site to access legislation, but it no longer opens in a new browser window or browser tab by default. To open the link in a new tab/window, right-click on the menu item and select either Open link in a new tab or Open link in a new window.
Governance Help menu item: This site area still redirects to the Governance Intranet Online Help site to access the online help, but it no longer opens in a new browser window or browser tab by default.To open the link in a new tab/window, right-click on the menu item and select either Open link in a new tab or Open link in a new window.
Single sign on authentication has been applied.
See also:
Overview: Parts of the Governance Intranet window