June 12 th , 2013

Meeting # 102http://sharepointmn.com

Welcome to the Minnesota SharePoint

User GroupJune 12th, 2013

All the Things That You Can Do ... With SharePoint!

Donna Stundahl (Merchant Gould), Michelle Gilbert (Grey, Plant, Mooty), Mary Houle (Briggs and Morgan),

Brian Danberry (Dakota County) and Sarah Oakland (Capella University)

Donald Donais


Agenda• Case Management Tool and DMS (Donna Stundahl)• Calendaring More Efficiently (Michelle Gilbert)• Adding Events to an Enterprise Calendar (Mary Houle)Break• Dakota County Internet Site (Brian Danberry)• Connecting the Dots: Business Intelligence Delivery in SharePoint

(Sarah Oakland)


User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions


MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Benchmark Learning (www.benchmarklearning.com)

SharePoint User Group Support

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/




Today’s Lunch SponsorMatt Kaylor from Knowledge Lake

Topic: Taxonomy/Metadata, ECM Demo and ROI Study – Your Path to Success with BPM and ECM in SharePoint

Session begins around 11:45 and runs about one hour.

There will be a giveaway at the end of the presentation.


MNSPUG Sponsorship• Two Opportunities to Sponsor• Annual Sponsorship ($2500 annually)

Money Will Help Fund MNSPUG Events Annual Sponsorship will be Reviewed Yearly Cannot be in Direct Competition with Another Annual Sponsor Looking for:

• Microsoft SharePoint ISV• Microsoft Learning Provider• Microsoft Licensing Account Reseller

• Lunch Sponsorship


MNSPUG Sponsorship Continued• Lunch Sponsorship ($500 for a lunch)

Sponsor a Lunch Event Following MNSPUG Event This can be geared toward your specific SharePoint product or

capabilities


MN SharePoint Users Group Website• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]

mailto:[email protected]


Social Networking• Linked In group – The most interactive… includes job postings…

Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

http://www.linkedin.com/groups?gid=1878792


Upcoming Schedule• Next Meeting

July 10th 9:00 AM to 11:30 AM Become One with the SharePoint Site, One Must! (SharePoint SCA and Site Owner) Microsoft Technology Center Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina

http://www.sharepointmn.com/


Local and Online EventsMicrosoft Webcast Calendar of Eventshttp://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter

SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AMhttp://sharepointshoptalk.blogspot.com/

SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m.http://sharepointmnlegal.com

SharePoSH – Online Virtual Eventhttp://www.shareposh.com/Pages/default.aspx

SharePoint Tech Conference – August 11th – 14th , 2013 Sheraton Boston, Boston, MAhttp://sptechcon.com

Anything Else?

http://www.microsoft.com/events/webcasts/calendar/monthview.aspx

http://sharepointshoptalk.blogspot.com/

http://sharepointmnlegal.com/

http://www.shareposh.com/Pages/default.aspx

http://sptechcon.com/

http://sptechcon.com/


MNSPUG Discounts• SharePoint Tech Conference August 2013

Save Extra $200 by using Code Word SPUG• O’Reilly Publishing

User Group Members receive a %35 discount on Wiley ebooks Code DSUG35


Evaluations & Giveaways!


Presenters


Donna Stundahl, MCSE, MCDBA• DBA & SharePoint Farm Administrator at

Merchant & Gould P.C. • [email protected]

Introductions


Michelle Gilbert• SharePoint crazy!• www.linkedin.com/in/michelleanngilbert/• [email protected]

• Web Solutions Professional

Introductions


Mary Houle• Software Support Manager: Briggs and Morgan• Founding Member & Co-Chair: Legal SPUG• Photographer & Jewelry Designer• Twitter: @MHoule2K11• Email: [email protected]


Brian Danberry• Dakota County• Enjoy soccer and EDM• [email protected]• www.linkedin.com/in/briandanberry

Introductions

http://www.linkedin.com/in/briandanberry


Sarah Oakland• SharePoint/Report Developer & General

SharePoint Nerd• Lead Capella Monthly SharePoint User Group • Rugby flanker, CrossFit convert, and Web

Developer wannabe• Twitter: @S_Oakland• Email: [email protected]

Introductions


Case Management Tool and DMS

Donna Stundahl


• Original need was to manage litigation documents

• Sites created with IIS, html pages and documents stored in a shared folder on a web server

History:


• Intranet was implemented using WSS 1.0 • Migrated to WSS 2.0 • Migrated Intranet to WSS 3.0 to migrated the Intranet to

SharePoint 2007• Migrated the Intranet from SharePoint 2007 SharePoint 2010

• Secretarial staff edited the sites with SharePoint Designer 2003/2007

• Publishing site to Extranet


Why make any changes?


Considerations in Designing SharePoint 2010 Case Management Sites:

• SharePoint 2013 has been approved Keep it simple and out of the box

• Sites could become large Spread the data out among several collections and content

databases

• Unique permissions for ethical walls and external access would be needed Separate client sites


Considerations in Designing SharePoint 2010 Case Management Sites:

• Required some flexibility for customization in individual sites Look-up lists

• Required the ability to bring documents into courtrooms that don’t have internet connection SharePoint Workspace Manager – Folders in the Document

Libraries


Demo Slide


Calendaring More Efficiently

Michelle Gilbert


Business Need and GoalBusiness Need• More efficient use of staff and attorney time so that they can focus

on what is relevant to them.

Goal• Create the ability to have multiple calendars of events from various

practice groups, committees, professional development and technology training classes rolled up into one.


Current Process• General Events Calendar on intranet home page.

Trained all content users to connect the SharePoint calendar to Outlook. The reason for this is because you CANNOT use an Exchange calendar as an Overlay (unless it is your own calendar). This created a manual process for the content managers. 1) Sending out the email invite. 2) Copying and pasting into SharePoint calendar in Outlook.

Certainly not best practice, but got the job done.


Researched More Efficient Options


Selected option based on timing and cost

Implemented solution following SharePoint GeorgeConfigure incoming email in SharePoint 2010 with Exchange – Step by Step Guidehttp://sharepointgeorge.com/2010/configuring-incoming-email-sharepoint-2010/

Worked with Avtex consultant and internal Exchange Admin for system configuration – couple hours.


After you turn on incoming email, the settings are displayed under Communications in the List Settings.


Process Improvement Meetings

• Deciding naming conventions for email addresses• Creating a location to find these email addresses with

recognizable display names• Training the right administrators to set up calendars

and access• Training on new email event invite process for calendar

content owners• Working with SharePoint’s 10 calendar limit overlay• Deciding color options for each calendar overlay


Set up Incoming email for each calendar


Work with Exchange administrator to set up Address List, known caveats and needed configuration with each new SharePoint email address.

• Configure e-mail drop folder permissions for the logon account for the SharePoint Timer Service

http://technet.microsoft.com/en-us/library/cc262947(v=office.14).aspx

• SharePoint 2010 creates a legacy contact (Exchange 2003) when creating a mail enabled document library. The contact has to be saved in the Exchange EMC to get the mail format based the policy.

http://social.technet.microsoft.com/Forums/en-US/sharepointadminprevious/thread/cf7903a7-c95a-401a-a6a0-b946ca667b54/


Add Calendar Overlays…


Customize with CSS and add to hidden content editor web part

http://davidlozzi.com/2012/06/20/customize-the-sharepoint-calendar-colors/

Ugh! SharePoint color limitation.


Ahh!

Final Branded Calendar!


http://sharepointgeorge.com/2010/configuring-incoming-email-sharepoint-2010




Resources















Adding Events to an Enterprise CalendarMary Houle


The Dilemma• Information about firm & department events wasn’t available to all

• Old “Firm Calendar” was in Outlook• No one person would take ownership for maintaining• Maintenance was a manual process• No one could find it

• Could we capture information via conference room requests?• Conference room request form was in Outlook• Didn’t include all necessary information• Output in 1’s and 0’s – no ability to have multiple choices


The Solution


Technology Used• SharePoint Server 2010

• Receptionist Info List• Calendar List (created in 2003) • Data View Web Part (from 2007)• Alerts

• InfoPath 2010• InfoPath Form Services (Enterprise only)• SharePoint Designer 2010 blank workflow• Visio 2007 (to create diagram)


MS Visio – Workflow Design


InfoPath Form - General Information


InfoPath Form - Food and Beverage Requests

OR


InfoPath Form - Facilities and IT Setup


SharePoint Designer Workflow • User fills out Request Form and clicks on to kick off

Workflow (Part 1):• New Item (room request) created in Receptionist

Information List • Receptionist Group notified via Alert re new Item• Room name added to List Item• Clicking on kicks off Workflow (Part 2):

• Email to requestor with room assignment/confirmation• Email to Hospitality for room setup and food/beverage order• Email to Help Desk ticket system for laptop setup (if

requested)• New Item (meeting) created in Firm Calendar List (if

requested)


Other Information• Modifications are called in to the receptionist, who modifies the

request form. This kicks of additional workflows to send the appropriate emails with updated information (re cancellations, room changes, etc.)

• Future Enhancements:• Fix date/time feature to update “ending” time when “starting

time” is modified.• Determine if we can integrate with our Conference Room

Scheduling Software.• Set up process for handling requests for recurring meetings.• Add links to menus from listed restaurants.


Lessons Learned• Get input from those who have to use the system

• What do they like about the current system?• What would they like to see changed?

• Most people are visual – give them something to look at!• Keep it simple!

• Items in Calendar created in SP2003 can’t flow down to sub-sites• We will have to recreate in 2010


Break


Dakota County’s Intranet Site

Brian Danberry


About Dakota County• Total Population: 402,006• Third most populous county in the state• County seat: Hastings• Communities include: Burnsville, Eagan, Inver

Grove Heights, Apple Valley, Farmington, Lakeville, Rosemount, and Hastings• 1/3 urban, 1/3 suburban, and 1/3 rural


Our Business Problem• Site software was no longer supported (MS Content Management

Server 2002)• No longer able to support the code the site was built with (VS.NET

2003)• Unable to embed maps, videos, and JavaScript within content

pages• Site was 6 years old – needed rebranding and IA fixes• 3,600 pages with more than 30 content authors• 20 applications that all needed branding


Project Goals• Rewrite and reduce content• Centralize content management• Improve information architecture• Create 3 separate sites with a similar brand• Create an image carousel to highlight important content• Create a central calendar of events• Create a dynamic top navigation menu• Ability to embed video, maps and JavaScript within page content


Our Team• Graphic Designer (in-house)• Web Master (in-house)• System Admin (in-house)• 2 Developers (in-house)• Usability Testing (Fredrickson Communications)


Our Solution – The Farm (SharePoint 2010)• 2 WEF

16 gig RAM and 4 processors each• 1 Central admin/app server

16 gig RAM and 4 processors each• 2 SQL mirrored servers (SQL Standard)

16 gig RAM and 2 processors each• 1 Web Application, extended for internal authoring• 3 Site Collections each with its own content database

5 gigs of data


Our Solution – The Code• 6 Page layout templates• 2 Master pages• 4 CSS files• 3 Custom user controls• 3 Site Templates• 20 Custom webparts• 3 WSP files


Our Solution – Creating the Webs• Used a PowerShell to create webs• Script read an Excel file


Our Solution – The Site Collections


Our Solution – The Top Navigation Menu

• Custom Navigation Control (Syrinx Menu)• jQuery• Used the PortalSiteMapDataSource for the menu data source


Our Solution – The Carousel Webpart• jQuery• Custom list• Custom content type• Configured by Web Master


Lessons Learned• Duration: 11 months• Conduct usability testing• Have dedicated web content people• InfoPath forms submitted anonymously will not trigger workflows• Calendar event details will not display with lockdown mode turned

on• ItemXslLink property URL of a CQWP must contain the complete

URL to the site collection when the site collection is not at the root and managed paths are used

<property name="ItemXslLink" type="string">/Libraries/Style Library/XSL Style Sheets /ItemStyleCustom.xsl

</property>


Questions?


Connecting the Dots: Business Intelligence Delivery in SharePointSarah Oakland


Overview


Connecting the Dots• Gap between Microsoft Business Intelligence (BI) tools and

SharePoint functionality• Capella can provide an approach to building your BI solution in

SharePoint


Agenda• SharePoint at Capella• Evolution of Enterprise Reporting & Analytics (ERA)

Management Reporting Hub Operational Reporting Hub

• Design details


Our Environment• Capella is an accredited online university with a little over 1,600

faculty and 1,200 non-faculty staff• Medium-sized deployment• Migrating from SharePoint 2007 farm to SharePoint 2010 farm

Rebranded Share• BI Infrastructure: SQL Server, SQL Server Analysis Services,

Operational Data Store (Oracle), Tabular Models (future)• BI Tools: SQL Server Reporting Services, Performance Point

Services, Excel Services, PowerPivot, Power View


Evolution of ERA


Reporting at Capella• ERA consists of two main reporting sites:

Management Reporting Hub: focused on analysis of key management metrics

Operational Reporting Hub: focused on day-to-day operations of the university

• Multiple phases• Initial challenges and current state


Initial Challenges• Management reports in many locations • Operational report navigation irrelevant and confusing• Minimal search• Minimal metadata


Today: Enterprise Reporting & Analytics• Single site collection, integrated with rest of 2010 farm


Improvement: Metadata

Is Searchable includes/excludes item from search

in scopes

New content types inherited from content

types used by BI tools


Improvement: SearchScoped search for each ERA

area

Managed Properties in Refinement Panel

Modified XSL


Improvement: Reduced Maintenance

Query string parameter filters list

view web part

PageFieldValue filters to display description


Improvement: My Shares• One of the few pieces of custom development• Aggregates SharePoint sites and tags


Lessons Learned• Leverage SharePoint features within BI solution

Custom content types for reporting content Search

• Consider maintenance Organize content by subject, not team/department Build dynamic content


Questions?


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Today’s Presenters:

Raymond Mitchell


Thanks for coming!

June 12 th , 2013

Documents

Transcript of June 12 th , 2013