APAN uses two platforms. Communities are created based off requirements group owners and teams may have.
Verint Groups are virtual spaces created for a specific organization, team or topic where members may collaborate and share information with each other. All Groups are made up of Group Owners and Members.
Within a Group, you may use various applications such as blogs, forums, wikis, media galleries, and calendars with event registration.
Groups are Verint based.
APAN Sites are virtual spaces created for a specific organization, team or topic, where members may collaborate and share information with each other. All Sites are made up of Site Owners and Members.
It is recommended to use APAN Sites if you would like to create a more formalized information-sharing environment with robust options for content management, or if you need to utilize custom lists with predefined data fields.
Sites are SharePoint based.
Once you have decided that an APAN Community is the right tool for your collaboration, follow this process to get started:
A community requestor will have at least two distinct opportunities to consult one-on-one with the APAN staff that is building the community. First, when the Requirements Form is submitted, the APAN staff member will contact the requestor to clarify requirements. Second, the APAN staff member will contact the requestor when the community is ready. When the new community owner takes control of the group, the APAN Help Desk is then available 24/7 for assistance.
The APAN staff will send the requestor a training document and a Community Owner Agreement form to sign and return. The requestor must sign, scan and email or fax back the signed form to the APAN staff before control of the community is transferred to the requestor.
Once the new community owner is granted control of their community, they can manage the community's look and feel, add and delete applications, change privacy settings, manage membership, and more. The owner can customize the community to the extent the tools will allow.
APAN provides many sources to train new owners: Weekly live webinars, Knowledge Base articles, Community Owner’s Blog, demo groups, and the 24/7 Help Desk Support Hotline.
APAN staff will build the basic shell of your group. The shell will include a home page, shared document library, and the applications recommended to you by the APAN Knowledge Manager helping you set up your site. You will then add your logo, description, welcome message, and initial content. You will have the power to add pages, additional applications, tabs, and customize the tools on the community for exactly what your audience needs.
Community owners are responsible for ensuring that only unclassified information is posted to their communities. If a classified information spillage occurs, it is the owner’s responsibility to immediately report the incident to the APAN staff and assist in cleanup.
Owners are responsible for publicizing their new community to their target audience. If the community is closed, Owners must then monitor and respond to membership requests. It is the owner’s responsibility to ensure that only authorized users have access to the content under their control.
Communities need continual attention to increase membership and provide fresh content. Owners need to ensure that members are engaged in conversation and appropriate content is provided. If your group becomes inactive, it is the owner’s responsibility to either revive it or notify the APAN staff that it should be archived.
APAN is for unclassified sharing only.
APAN is not authorized to handle/store HIPAA information. Group Owners/Information Owners should ensure that HIPAA information is NEVER shared/stored within APAN.
APAN is able to handle Gov't-owned PII data according to applicable Laws, guidance and compliance standards. With specific permission of the SAFF/AA MCPO PMO and as authorized to what is strictly necessary to accomplish their mission, PII may be processed, transmitted or stored. When specially approved by the Program Office, vetted for UISS-APAN and when required by the organization’s mission, PII attributes may include:
Although not constituting PII, the following information attributes may be processed, transmitted and stored in UISS-APAN and when linked with above PII attributes, could be used to identify a person: DOB, POB, Business Telephone number, Business email address and Geographical indicators.
Contact the APAN Help Desk prior to posting any PII or CUI data. The APAN Help Desk will assist you in providing you with the approval process steps and guidelines that are required to share PII or CUI data.
Keep in mind the following when launching your new community:
The APAN application service provider removes obsolete data from the system in an effort to conserve server resources. APAN is not an official records management system. The normal content retention practice for DOD information systems is to retain operationally relevant information for no more than 3 years. The APAN platform has many applications and features for communities to utilize such as chat, maps, virtual meeting rooms, a variety of widgets and web parts, and other tools. Determination of dated content that deems a community as “inactive” is performed by system administrators who manually review the community usage of the various applications on a quarterly basis.
It is the community owner's responsibility to understand APAN's Community Maintenance Policy which reflects the following:
Inactive for > 2 years = Communities with no new content or files uploaded within the last 2 years will be marked for deletion
Caveats to the community retention policy may include major HADR events and large-scale operational exercises supported by APAN staff
As a member, learn about…
Profile and settings
How to access a group
How to access a site
How to find colleagues
Connecting between members
As an owner, learn more about…
Group settings & Configuration
Updating look & feel of site
Page content and Layouts
Managing and configuring widgets
Managing and configuring webparts
Learn more with live training
Participate in APAN University!
Locate samples of other successful APAN communities
Check out our APAN homepage to see what other APAN community builders have done!
Discover more resources
Explore APAN Resources. You will find numerous briefs and brochures for your guidance.