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.

1. 2009
Practical Uses of
SharePoint
Webinar
January 27, 2009
1

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

8. 2009
Develop home page template
p pg p
8

9. 2009
Develop primary page templates
pp yp g p
9

10. 2009
Develop secondary page template
p yp g p
10

11. 2009
Develop document list template
p p
11

12. 2009
Versioning
g
12

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

19. 2009
Create the list
19

20. 2009
Modify list
20

21. 2009
Add list to page
21

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

23. 2009
Log an issue
23

24. 2009
Respond to an issue
24

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