Are you a director of chaos?
Does team-work on a document mean keeping (or losing) track of countless attachments and document versions? Are you concerned about document and records retention with the proliferation of electronic copies of your documents? Have simple business acts, like purchase requests become cumbersome and frustrating for you and your employees? If you answered yes to any of these questions, you are not alone. Organizations everywhere are facing the challenge of managing more information often with the additional complexity of a risk management or regulatory framework that makes effective management a requirement. Are there tools that can begin to help you manage the chaos?
Yes, with the emergence of its latest version of SharePoint, Microsoft has combined a powerful set of technologies that help enable effective collaboration, information sharing and business processes. Join us for an informal and informative look at two case studies featuring organizations that are using this technology to solve important business challenges.
2. 2009
Introduction
• What is SharePoint?
• Case studies
• Intranet
• Project Management
• Q&A – other uses of SharePoint
2
3. 2009
What is SharePoint
• A suite of server
technologies from
Microsoft
• A “business function
view” rather than a
filing cabinet view
• Spectrum of services
from small and
simple, to complex
“enterprise-class”
enterprise-class
capabilities.
• Strong integration
with Office
applications
3
4. 2009
NRCB Intranet
• Geographic Access Challenge
• Head office, one larger, and
4 regional offices
• Case work might be divided
g
geographically, but may be
assigned by type of file
• Regional offices have
relatively poor access to the
file shares
4
5. 2009
Collect information requirements
q
• Develop a list of the required information types
–AAnnouncements
t
– Events
– Documents
• Develop a list of all the document that need to be stored on
the Intranet
• Develop a list of calendars
• Develop a list of announcements
5
6. 2009
Determine functional needs
• What meta data needs to be associated with
each document?
• When items should be deleted, archived?
,
• What headings should be displayed?
• What order should the documents appear
in?
6
7. 2009
Integrate security
g y
• Develop a security plan
• What level of access is required? Read, Write?
• Who can access what where?
• Create required groups
g
• NRCB’s security used network logon
– Users only need to login once
7
13. 2009
Use the templates to assemble the site
Templates Site Map
13
14. 2009
NRCB Intranet - Benefits
• Improved access to key
document by the regional offices
• Stronger toolbox for managing
cardinal copies of documents
• Meets legislated records
retention requirements
• Fast project – 6 weeks
14
15. 2009
How could it apply to y
pp y you?
• Improve records management with remote offices or
personnel who are on the road – all stored in one place.
• Rd
Reduces risk of l
i k f loss/theft of confidential i f
/th ft f fid ti l information
ti
• Improve retention of documents for statutory
requirements
• Manage working documents better, avoid multiple
attachments with multiple versions.
15
16. 2009
Institute of Chartered Accountants of Alberta
• Project Management
Challenge
Vendor 1
• Managing testing of a large
Internal Test
IT project
Vendor 2 • Number f
N b of people involved:
li ld
Internal
2 vendors(9) + client(11)
Test
User test
IT Review
• Pass to
• Pass to user
complete
test
• Or return for • Or Return for
changes Changes
16
17. 2009
Institute of Chartered Accountants of Alberta
Benefits
412 it
items entered
td
x 4 interactions (request, resolve, or return)
= 1,648
as many as 8 people on average would
x 8 have been cc'd
= 13,184 total emails avoided
• Nearly 14,000 emails avoided!
y
• Reduced risk of items getting missed
17
18. 2009
Develop some rules & training
• The technology is pretty straight forward and easy to
use
• But, is till
B t it i still worth while t create some “ l ” and
th hil to t “rules” d
develop some training to make sure the form is used
properly
18
22. 2009
Deliver training & send out URL
g
• We delivered a 30 minute training session to make sure
that users understood how the form was to be used.
22
25. 2009
How could it apply to y
pp y you?
• Project, event, issue, or task management!
• Any scenario where multiple individuals need to review,
resolve, or respond t requests.
l d to t
• Action or information requests
• Review of deliverables in a wide variety of
collaborative projects
• Report and analyze metrics in Excel
25
26. 2009
xxs t 3XXL – sizes of SharePoint
to i f Sh P i t
Office SharePoint Server for Internet Sites
Public website delivery of content
Unlimited user access
Office SharePoint Server Enterprise
MOSS 2007Enterprise Business process and forms, business intelligence
Office SharePoint Server Standard
MOSS 2007 Standard Content management, portal, enterprise search
Windows
Windo s SharePoint Services
Ser ices
WSS 3.0 Core collaboration technology available here
26
27. 2009
Advanced Uses of SharePoint
• Business process integration – manage workflow
• Platform for organization 2.0 (wikis, blogs)
• Business Intelligence portal – lookup and summarize
corporate data sources
• Full public website content management
• Searchable email archive
S h bl il hi
• Records management
27
28. 2009
Answers and Questions
Q
• jb
jbeauchamp@redengine.com
h @d i
or
• nmendoza@redengine.com
d d i
• 780 414 0975
780.414.0975
28
Notas del editor
<number>
<number>
<number>
<number>
Collect a list of what information needs to be kept on the site <number>
Develop a list of all the required functionality <number>
Determine how security will be managed. i.e. how users will access the site (what URL). How they will login (what authentication). <number>
Choose where on the page to place different information piecesMore customization – use tools like SharePoint DesignerSome configuration – choosing where on the page to put information<number>
All configuration – updating on page textNo customization<number>
All configuraiton – adding web parts. (talk about what web parts are)No customization<number>
Advanced configuration, adding new columns, versioning settings. Saving as a template so that it can be easily used over and over again.<number>
Right out of the box, SharePoint allows for version control of documents. Check documents in and out.<number>
Use all the templates to fill out the information architecture<number>