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Back Office Productivity with SharePoint

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Back Office Productivity with SharePoint

  1. 1. Road to the Cloud Webinar Series Sam Cotton - Solutions Consultant and Cloud Lead Mark Drayton – Account Executive at Aiimi Gareth Fisher – Head of Microsoft Consulting at Aiimi Part 2: Office 365 and Productivity
  2. 2. Azure Office 365 EMS Devices Planning your path to Cloud Integration of existing SaaS applications Professional services Microsoft Cloud: The Connected Message
  3. 3. o Microsoft & PCS o Keep the control you want o All services work together o No servers to set up HD Video Conferencing Business- Class Email File Sharing Anywhere Access Simple IT Management Financially- Backed SLA Technical Support Full Office HD Video Conferencing o Office is always up-to-date o Use Office on 5 devices/user o Everything you need in one place, across all devices o Sync files to devices for offline viewing and editing Why move to the cloud with Office365?
  4. 4. Enabling Business Anywhere
  5. 5. New Surface Lineup Surface Book Perfect for those who want the ultimate laptop with discrete graphics. Beats laptops because: it works in clipboard mode, works with touch and pen, and integrates Windows Hello and Cortana. Surface Pro 4 Perfect for those who want a larger 12.3" screen and extra processing power. Beats notebooks because: it’s thinner, lighter and more versatile, with instant on and touch and pen functionality. Surface 3 Perfect for those who prioritise thin, light and ultra-portable at a great price. Beats iPad because: it runs desktop software, has many ports, plus type, mouse and pen functionality. Cortana is available in selected global markets at launch; experience may vary by region and device; Designed for productivity
  6. 6. Provide easy, scalable data backup services in the cloud Data Backup Offer peace of mind with ongoing cloud- based DR services Disaster Recovery Quickly deploy and manage customer applications in the cloud Deployment in VMs Active Directory in the cloud- Always on, always available Identity in Azure SharePoint SQL Server Databases Orders Product AP Business Applications CRM Acct HR Virtual Machines Key Azure Scenarios
  7. 7. • Office 365 enables more fluid working environments • EMS empowers end users and improves security • Surface provides a faster platform with improved mobility and collaboration • Azure secures and pushes flexibility for underlying infrastructure and application performance But what about SharePoint?! • Comes as a component of most O365 subscriptions • Collaboration and productivity platform • Quick wins with bespoke business applications What’s missing from the productivity suite?
  8. 8. Gareth Fisher Head of Microsoft Consulting Over 10 years experience implementing IT Systems and Platforms including Microsoft Azure, Exchange, SharePoint and Office 365. Microsoft Certified (Solutions Associate: Office 365, Solutions Expert: SharePoint) Aiimi Introductions gfisher@aiimi.com garethfisher @GarethFishr Mark Drayton Account Executive mdrayton@aiimi.com markdrayton @AiimiMark
  9. 9. BI Enterprise Support Software as a Service (SAAS) Technology Services Project Implementations Technical Consulting Solutions Business Transformation Change Management Project Management Business Consulting Aiimi is an Enterprise Information Management Company ECM Who Are Aiimi?
  10. 10. Vision Strategy Decisions Information Applications Infrastructure BusinessPrinciples BusinessObligations Business Objectives The Value of Information
  11. 11. Our Process
  12. 12. Microsoft Certified Professionals • MOS: SharePoint • MOS: Office 365 • MCTS: SharePoint 2010, Configuring • MCTS: SharePoint 2010, Application Development • MCTS: Windows Server Active Directory, Configuration • MCTS: Windows Server Administration • MCITP: SharePoint 2010 • MCSA: Office 365 • MCSE: SharePoint • MCSD: SharePoint Applications • MCSD: Web Applications • MCP: SharePoint 2013, Core Solutions • MCP: SharePoint 2013, Advanced Solutions Microsoft Consulting Practice
  13. 13. The new way to work together What is SharePoint?
  14. 14. There’s a misconception that SharePoint is an IT Tool where as it’s actually a Business Tool. SharePoint enables the business to collaborate, store and share information and content in order to be operationally efficient. Business Platform
  15. 15. SharePoint is a Content and Collaboration Platform, housing business productivity features such as forms, sharing and workflows. Share Build ManageDiscoverOrganise SharePoint Platform
  16. 16. SharePoint Server • On-premise or On-cloud • Full SQL Server Data Layer • Current Version: 2013 • Next Version: 2016 (Q2 2016) SharePoint Online • Part of the Office 365 Platform • Out of the Box with External Sharing • No SharePoint or SQL Servers • Constant Upgrades, no Versioning SharePoint Options
  17. 17. Company Scenario
  18. 18. UK Based Infrastructure Asset Management Company Scenario 10 Locations across UK 2000 ‘field’ Staff 500 ‘back office’ Staff No “Single Version of the Truth” Shared Drives for storing Content Excel for storing Information Excel for reporting Information Email for sharing Information Email used for Collaboration No mobile access to Information or Content Communicat ion Breakdown Problems finding Information or Content Manually enter Information more than once Manual processes with many touchpoints
  19. 19. Information Architecture The Important Bit!
  20. 20. Company Wide Business Unit 1 Client 1 Contract A Contract B Client 2 Contract A Contract B Business Unit 2 Client 1 Contract A Contract B Client 2 Contract A Contract B Department Department Centralised Information and Content Management System Anything Company Wide lives at the Top Level Anything Business Unit Specific lives at the Business Unit Level Anything Client specific lives at the Client level Anything contract specific lives at the Contract level Business Units, Clients & Contracts
  21. 21. Fields related to all Customer Complaints, regardless of Business Unit or Contract. Field related to specific Contract Information & Content Item Company Item Base Company Customer Complaint Customer A Complaint Customer B Complaint Customer C Complaint
  22. 22. Solution Example Forms and Lists User Forms with multiple field types, feeding a SharePoint List.
  23. 23. Requisition Forms Materials Requisition unique Metadata All Requisition Metadata
  24. 24. New Starter Forms Employee Change Forms Leaver Workflow (Notifications to HR, IT, Finance etc) Starters, Movers & Leavers
  25. 25. Demo Near Miss Reporting
  26. 26. Worker fills out Mobile Form Information is logged in SharePoint SharePoint notifies LM and Safety Department Information is sent to Power BI for reporting Near Miss Forms Mobile Form
  27. 27. Near Miss Forms View of the Information in the SharePoint List
  28. 28. Near Miss Forms View of the Information in PowerBI
  29. 29. Demo IT Department Information and Document Management
  30. 30. IT Assets Shown in a SharePoint List
  31. 31. IT Systems Documents Shown in a SharePoint Document Library, using Document Sets Metadata is contained on the Document Set, including links to the previously seen Assets and other Document Sets containing Supplier Documents. Document Set Metadata automatically gets applied to any documents added to a Document Set.
  32. 32. Question 1 People Profiles & Search
  33. 33. Delve User Profiles People Profiles User Profiles contain photos, contact information, recent documents, past projects and skills. Custom fields can be added, such as car registration.
  34. 34. Search User Profiles Searching People Profiles All of the properties in the User Profiles can be search from the native SharePoint Search application. Below I’ve search for ‘SharePoint 2013’ and returned the employees at Aiimi with SharePoint 2013 in their profile.
  35. 35. Question 2 “What systems can I connect to Power BI?”
  36. 36. Power BI Connectivity Get Data We can retrieve data from any of the inbuilt Power BI connections, such as • Files (Excel, CSV, etc.) • Databases (SQL Server, Oracle, IBM DB2, etc.) • Azure (SQL Data Warehouse, HDInsight, etc.) • Other Sources (Salesforce, Google Analytics, ZenDesk, etc.)
  37. 37. Thank you mdrayton@aiimi.com markdrayton @AiimiMark http://www.aiimi.com/blog/ sam.cotton@storm-technologies.com storm-technologies @StormTechUK

Hinweis der Redaktion

  • Here are three great examples of how to offer profitable new services built on Microsoft Azure.

    Deploy applications within virtual machines
    Azure also opens up the opportunity to help customers deploy applications in the cloud by hosting them in Azure VMs. Windows Server 2003 End of Life is on July15th, 2015. This presents a huge opportunity to drive the IaaS scenarios. With Azure, applications can be deployed quickly by moving them into an Azure VM. There are no up front infrastructure costs, you reduce IT management, and the application has scale up or down as needed.

    Offer data backup in the cloud
    With Azure, you can provide easy, scalable data backup in the cloud for a range of applications, such as file servers, SharePoint, SQL Server, and Exchange. For improved data protection, you can offer encrypted backups and know that data is backed up on Azure’s global geo-redundant datacenters. You also have the flexibility to quickly and easily provision more storage for your customers as needed.

    Offer disaster recovery in the cloud
    With Azure Site Recovery, you can provide a fast affordable disaster recovery solution for SMBs while avoiding the capital and operational expense of building and managing a datacenter.

    Host websites on Azure
    Microsoft Azure also offers a perfect platform for leveraging the cloud to deploy scalable websites. Hosting a website on Azure means that infrastructure management is covered, and you and your customers get the peace of mind from leveraging Microsoft’s global network of managed datacenters.


  • Mark’s Slide.
  • Mark’s Slide.

    Aiimi is an enterprise information management company, we work with organisations to develop and deliver sustainable information management strategy.

    We have a number of core partnerships but in particular we focus on OpenText, SAP, Microsoft.

    We operate across a variety of verticals, and have seen success within:

    Financial Services
    Legal
    Central and Local Government
    Utilities and Oil and Gas

    Our remit extends from the development of the initial business case, through to project management, change management and business design integrity, ensuring a solution that will deliver the business benefits.

    The common thread is always bringing real experience and insight on information management.

    As well as on premise solutions we also deliver secure cloud, hosted and Software as a Service (SaaS) all underpinned by a full support desk environment, providing technical & application support and remote system administration.

  • Mark’s Slide.

    We understand the value of information, we understand how information can drive decision making within an organisation.

    How information can drive decision making around the different people, the different roles and personas that sit within an organisation

    What organisations are trying to do is surface this information to the different people in the different roles to enable them to make decisions and ensuring the information they are using to make these decisions is the right quality, driving insight, automation and ultimately innovation.

    When we are speaking with clients, due to our experience and understanding of these personas within different industries we can very quickly differentiate ourselves from the technology

    Our guys can at the drop of a hat plug in industry knowledge or these personas and the challenges they to build real credibility, the knowledge around what the regulators are being driven by, what is driving executives, what is the employee demographic and how do they want to interface with that information.
    The reason we use tools like this is to add value and credibility with our customers, often on an initial conversation with customers we don’t even talk about technology

  • Mark’s Slide.

    We understand the value of information, we understand how information can drive decision making within an organisation.

    How information can drive decision making around the different people, the different roles and personas that sit within an organisation

    What organisations are trying to do is surface this information to the different people in the different roles to enable them to make decisions and ensuring the information they are using to make these decisions is the right quality, driving insight, automation and ultimately innovation.

    When we are speaking with clients, due to our experience and understanding of these personas within different industries we can very quickly differentiate ourselves from the technology

    Our guys can at the drop of a hat plug in industry knowledge or these personas and the challenges they to build real credibility, the knowledge around what the regulators are being driven by, what is driving executives, what is the employee demographic and how do they want to interface with that information.
    The reason we use tools like this is to add value and credibility with our customers, often on an initial conversation with customers we don’t even talk about technology

  • Mark’s Slide.

    Azure Hosting of Information and Content Management Systems, including SharePoint Server.
    SharePoint in the cloud, on the cloud or on your premises.
    Office 365 Implementation, Build and Management.
    Power BI Analytics and Reporting in the Cloud.

    Vast range of capabilities with several Microsoft Certified Professionals, covering everything from Infrastructure to Development.
  • This is a company which Aiimi worked with on an ECM strategy, providing advice on which tool was the correct one for the job.
    Initial thoughts from the business were around a full Document Management solution, such as OpenText Content Server but it soon became apparent due to form requirements, user experiences, etc. that the platform which fit the bill was SharePoint.

    Aiimi’s initial engagement was to decommission two legacy SharePoint implementations by upgrading and migrating content to SharePoint 2013. Once this was complete, it was time to start making full use of the platform.

  • Mobile Workforce, spread across several locations, spanning hundreds of miles.
    Heavy Back Office due to lack of mobile working capabilities.
    Classic IT storage, sharing and collaboration – shared drives, excel spreadsheets, email.
    Common issues of finding information, sharing information, communication and multiple versions of the truth.
  • Centralising Information and Content allows us to work smarter with it.
    Part of the User Experience of managing information and content comes from the underlying Information Architecture Design.
    SharePoint allows us to layer out information to create parent-child relationships.
    Every solution we develop, is designed taking into consideration the connected processes, original storage design (many times in folder structures).

    Example, a Company may have properties they want assigned to every document in the business, such as the Business Unit or Department it relates to.
    We can set this at the top level and use the parent-child relationship to ensure all other Information or Content Types inherit those properties fields.

    Let’s have a look at a working example.
  • Above is an example of this is production.
    The top 10 fields are common across all Customer Complaints for the company.
    The last field is relevant only to a certain client, so this is only shown on the form when a user clicks ‘Client X Customer Complaint’.

    This process, centralises data, creates a single view of all customer complaints, creates a standard process so that instead of having a customer complaint admin who only knows how to do a customer complaint for Client X, they now know how to raise a customer complaint for any Client of the company.
  • Here’s a few ideas of how forms in SharePoint could help your organisation.
  • Part of the Mobile Working initiative was to make the workers ‘in the field’ to be able to request or notify the back office.
    Previously, a person in the field would call an administrator who would then email the relevant department for action. Most of the time the information provided was not enough to deal with the request so emails and calls went backwards and forwards.
    Electronic Forms not only provided a place to submit information and submit direct to the departments but also increased the quality of the information provided with required/validated fields.
    The above form is part of a series of Requisition Forms, which catered for anything from building materials such as concrete or sand, to plant hire and lawyers fees.
    If we take a look at the form, thinking about the previously explained Information Architecture, you can see that the parts in Green would be on every requisition form but the parts in yellow would change depending on what type of requisition you were filling out (example shown is Materials such as sand, concrete).
  • New Starter Forms.
    Part of a New Starter Portal where new staff filled out forms such as this Diversity Monitoring Questionnaire online before starting. Other forms included payroll details, company car forms, etc.
  • So, the first part is the IT Helpdesk Form and Dashboard.

    https://aiimiltd.sharepoint.com/sites/poc/information-technology/

  • Mobile Forms to SharePoint.

  • Mobile Forms to SharePoint.

  • Mobile Forms to SharePoint.

  • We’re going to look at how information and content in a Department could be stored and used within SharePoint.

    The example not only shows Forms, Lists and Document Management, but the way once this information is in a single system, it can be linked together to make a much more productive user experience for both the IT Team and the wider business.
  • Mobile Forms to SharePoint.

  • Mobile Forms to SharePoint.

  • We’re going to look at how information and content in a Department could be stored and used within SharePoint.

    The example not only shows Forms, Lists and Document Management, but the way once this information is in a single system, it can be linked together to make a much more productive user experience for both the IT Team and the wider business.
  • Mobile Forms to SharePoint.

  • Mobile Forms to SharePoint.

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