Committee Solution for SharePoint Online

What is the current Committee Solution?

The Committee Solution in SharePoint on-premise has been available to members of the University since 2012 as a result of requests for enhanced support for several high profile committees. It provides a template which is a business-critical part of SharePoint functionality in the University, enabling many committees to administer their activities using calendars and document libraries.

Will there be a Committee Solution in SharePoint Online?

The only bespoke development undertaken by the project team has been a new version of the Committee template in SharePoint Online. There have been a number of challenges faced, and a decision has therefore been made not to release this template in 2020 and instead to wait until a stable version can offered. Work will continue on this in early 2021, with the functionality expected to be broadly as detailed below.

Functionality of the committee template 

  • Configurable home screen with committee name, details of the committee and dates of the next meeting  
  • Announcements section on home screen to share committee news  
  • Ability for users to access documents for ‘next’ and 'last' committee meetings from the home screen  
  • Meetings automatically move between 'Next', 'Last' and 'Neither' according to the date  
  • Documentation for past meetings is easily located and accessible  
  • Committee calendar with all committee meetings, past and future, and their details  
  • Meeting documentation can be assigned to be 'above the line or 'below the line'  
  • Ability to control Document Library with different level of permissions 
  • Document security levels that define who can access which documents 

Using MS Teams to manage Committees 

Although we are developing a Committee Solution in SharePoint Online, some departments and colleges have found that their committee administration can be met via MS Teams if their requirements are straightforward.

MS Teams provides a simple, easy to setup method of committee management. If you do not have granular permissions within your committees then this method could be considered. 

Further details on how you can do this, based on the experiences of two different colleges, can be found in this Quick Reference Guide - Using MS Teams to Manage Committees.

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