OUR SYSTEMS
Like any good organisation it takes multiple systems working in tandem with each other to run this service. These systems together are collectively called the cyber office of Infinity. Below you will see some of the key systems we may use and that you need to understand and utilise.
MindMeister.
Mindmiester is an app located on our business and un it phones that gives people access to infoirmation quickly that they may need without having to go searching through mountains of documents. It gives information in a quick bulletpointed way. This is things such as unit details including but not limited to internet passwords and addresses.
Microsoft 365
Microsoft 365 is the system we use to do everything,
The 365 suite consists of:
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Word
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Excel
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Outlook
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Powerpoint
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Teams
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One note
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One drive
Word is the general programme used to create and update the documents such as the daily logs, incident forms, and most of the documents within the service
Excel is generally used for databases such as staff rota etc.
Outlook is used as the central communication hub where emails are sent to and from .this is also generally where the calendar can be updated and synced.
Powerpoint allows for the creation of presentations (though we do not often use this in general day to day running of the organisation)
Teams is the internal hub for communication and synchronisation of the organisation. This application working with one-drive allows the organisation to be ran remotely and updated and checked from multiple places. This cloud based system helps the service run as smoothly as possible.
Teams is the area that we will be focusing on in the next part of this explanation.
Each unit has an assigned email address which will be used on the provided devices (mobile phone, laptop/computer, Tablet) this email allows the units to access specific areas of the teams.
Microsoft Teams allows us to create shared areas(Teams) which we can give access to.
The teams is broken down to 2 main sections
A management Area and a Placement Area
Within the placement area there are 4 teams:
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General
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Erskine
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Ramsden
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Folkestone and;
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Placement Management
The general area is accessible by all of the separate placements. In this area are files that everyone will need to use and have access to.
There are the mentoring forms and the overall key working folder and folder templates for things such as New young people, and new placements. In the key working folder is a breakdown forms and documents that a key worker may need: Prior to a placement, at the instance of a new placement, daily (daily logs template, staff and young people sign in sheets), weekly (weekly reports, young persons weekly timetable), monthly (staff timesheets, mentoring session forms, monthly report templates) and on an as and when basis (such as incident report forms) It also contains a folder for additional information staff should know and a folder of Laws, Acts and Facts
The placement folders are only accessible by the individual placements they relate to and management staff, this is to limit staff accidentally uploading or changing things at the wrong units.
Folders all share the same basic structure. They include a folder for daily logs, young people folders, information on the unit, staff rotas and a space for handover forms to be saved.
The property management area will hold copies of the reports for health and safety, fire safety and checks carried out by Sam, many of these things will also be copied into the unit information area of the placements individual folders.
