2009
Practical Uses ofSharePoint
Webinar
January 27, 2009
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2009
Introduction
• What is SharePoint?
• Case studies• Intranet• Project Management• Project Management
• Q&A – other uses of SharePoint
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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
3
applications
2009
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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2009
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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2009
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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2009
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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2009
Develop home page templatep p g p
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2009
Develop primary page templatesp p y p g p
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2009
Develop secondary page templatep y p g p
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2009
Develop document list templatep p
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2009
Versioningg
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2009
Use the templates to assemble the site
Templates Site Map
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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
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2009
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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2009
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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2009
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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2009
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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2009
Create the list
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2009
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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2009
Respond to an issue
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2009
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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2009
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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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
S h bl il hi• Searchable email archive• Records management
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2009
Answers and QuestionsQ
jb h @ d i• [email protected]
d d i• [email protected]
• 780 414 0975• 780.414.0975
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