Practical Uses of SharePoint a Redengine Webinar

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Practical Uses of SharePoint Webinar January 27, 2009 1

description

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.

Transcript of Practical Uses of SharePoint a Redengine Webinar

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Practical Uses ofSharePoint

Webinar

January 27, 2009

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Introduction

• What is SharePoint?

• Case studies• Intranet• Project Management• Project Management

• Q&A – other uses of SharePoint

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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

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applications

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NRCB Intranet

• Geographic Access Challenge• Head office, one larger, and

4 regional offices

• Case work might be divided ggeographically, but may be assigned by type of file

• Regional offices have relatively poor access to the file shares

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Collect information requirementsq

• Develop a list of the required information typesA t– Announcements

– Events– Documents

• Develop a list of all the document that need to be stored on the IntranetDevelop a list of calendars• Develop a list of calendars

• Develop a list of announcements

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Determine functional needs

What meta data needs to be associated with• 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?

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Integrate securityg y

Develop a security plan• Develop a security plan• What level of access is required? Read, Write?• Who can access what where?Who can access what where?

• Create required groupsg• NRCB’s security used network logon

– Users only need to login once

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Develop home page templatep p g p

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Develop primary page templatesp p y p g p

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Develop secondary page templatep y p g p

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Develop document list templatep p

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Versioningg

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Use the templates to assemble the site

Templates Site Map

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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

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How could it apply to you?pp y y• Improve records management with remote offices or

personnel who are on the road – all stored in one place.R d i k f l /th ft f fid ti l i f ti• Reduces risk of loss/theft of confidential information

• Improve retention of documents for statutory requirements

• Manage working documents better, avoid multiple attachments with multiple versions.

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Institute of Chartered Accountants of Alberta• Project Management

ChallengeVendor 1

Internal Test

Challenge• Managing testing of a large

IT projectN b f l i l dVendor 2 • Number of people involved:2 vendors(9) + client(11)

Vendor 2 Internal

Test

IT Review• Pass to user

test• Or return for

User test• Pass to

complete• Or Return forOr return for

changes• Or Return for

Changes

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Institute of Chartered Accountants of AlbertaInstitute of Chartered Accountants of AlbertaBenefits

412 it t d412 items entered

x 4 interactions (request, resolve, or return)= 1,648

x 8as many as 8 people on average would have been cc'd

• Nearly 14,000 emails avoided!

= 13,184 total emails avoided

y• Reduced risk of items getting missed

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Develop some rules & training

• The technology is pretty straight forward and easy to useB t it i till th hil t t “ l ” d• But, it is still worth while to create some “rules” and develop some training to make sure the form is used properly

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Create the list

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Modify list

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Add list to page

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Deliver training & send out URLg• We delivered a 30 minute training session to make sure

that users understood how the form was to be used.

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Log an issue

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Respond to an issue

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How could it apply to you?pp y y• Project, event, issue, or task management!• Any scenario where multiple individuals need to review,

l d t tresolve, or respond to requests.• Action or information requests• Review of deliverables in a wide variety of

collaborative projectscollaborative projects• Report and analyze metrics in Excel

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t 3XXL i f Sh P i txxs to 3XXL – sizes of SharePointOffice SharePoint Server for Internet Sites

Unlimited user accessPublic website delivery of content

Office SharePoint Server Enterprise

Unlimited user access

Office SharePoint Server Standard

MOSS 2007Enterprise Business process and forms, business intelligence

Windo s SharePoint Ser ices

MOSS 2007 Standard Content management, portal, enterprise search

Windows SharePoint Services

WSS 3.0 Core collaboration technology available here

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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

S h bl il hi• Searchable email archive• Records management

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Answers and QuestionsQ

jb h @ d i• [email protected]

d d i• [email protected]

• 780 414 0975• 780.414.0975

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