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Introduction . . . . . . . . . . . . . . . . . . . . . 1 Introduction
1. What is SharePoint? . . . . . . . . . . . . 1 In today’s information-based society, managing electronic
1.1 Overview . . . . . . . . . . . . . . . . . . . 1 documents has become an increasing challenge. Personal
computers and e-mail in boxes have become storage
1.2 Key Benefits of SharePoint . . . . . . 1 repositories, shared drives are disorganized and inefficient
1.2.1 Enhanced document search tools make finding relevant information a difficult
management . . . . . . . . . . . . 1 task. Fundamental issues arise, such as:
1.2.2 Increased team productivity • Information is scattered
through collaboration . . . . . 2 • There are often multiple copies of the same document
1.2.3 Convenient definitions of • Tracking and modifying changes is not straightforward
who can do what, when . . . 2
• Merging changes from multiple users can be problematic
1.2.4 Seamless Microsoft Office
integration . . . . . . . . . . . . . 2 Coupled with document management challenges, forward-
thinking business environments are tasked with promoting
1.2.5 Reduced burden for IT . . . . . 2
a culture of collaboration. Knowledge workers (those who
1.2.6 Automated business work primarily with information or develop and use knowledge
processes . . . . . . . . . . . . . . 2 in the workplace) specialize in various disciplines; hence,
1.2.7 Integrated third-party data their ability to assist and leverage one another’s capabilities
sources and systems . . . . . . 2 can greatly benefit the growth of any organization.
1.3 Components of SharePoint . . . . . . 2 Common tools available for addressing these issues can be
technically complex and difficult to integrate with existing
1.3.1 Windows SharePoint
Services 3.0 (WSS 3.0) . . . . 2 business processes and procedures. A practical yet effective
solution can allow an organization to focus on delivering
1.3.2 Microsoft Office SharePoint value to their core business instead of being burdened by
Server 2007 (MOSS 2007) . . 2 information management roadblocks.
1.3.3 SharePoint Designer 2007 . . 3
SharePoint addresses these challenges by allowing individuals
2. Common SharePoint Solutions . . . . 3 with basic Microsoft Windows and Office skills to easily
create and manage their own document management and
2.1 Intranet . . . . . . . . . . . . . . . . . . . . 3
collaborative solutions in their organization.
2.2 Project Management Information
System (PMIS) . . . . . . . . . . . . . . . 3 1. What is SharePoint?
2.3 Web Portals . . . . . . . . . . . . . . . . . 3 1.1 Overview
2.4 E-Commerce . . . . . . . . . . . . . . . . . 4 The chief advantage provided by SharePoint is an
increased organizational efficiency delivered by an
2.5 Legal Compliance . . . . . . . . . . . . . 4
integrated suite of server capabilities. Along with
managing content and enterprise search more
Internet Resources . . . . . . . . . . . . . . . . . 4
comprehensively, business processes become more
About Learning Tree International . . . . . 5 efficient and information can be shared with greater
facility. In fact, all of an organization’s intranet, extranet
About the Author . . . . . . . . . . . . . . . . . . 5 and Web applications can be supported within this one
integrated platform. For IT professionals and developers,
this collaboration and content management server
supplies the critical platform and tools required for
enhanced interoperability, server administration and
application extensibility.
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SharePoint® Empowerment 1
1-800-843-8733 • www.learningtree.ca LEARNING TREE INTERNATIONAL White Paper
The portal’s goal is to improve learning potential for • Potential loss of focus on the core organizational
children, enhance parents’ ability to participate in the mission while scoping, managing, and completing
education of their children, and improve the effectiveness compliance activities
and productivity of teachers and school administrators. Solutions based on SharePoint can help facilitate
regulatory compliance and sustainable corporate gover-
2.4 E-Commerce nance by simplifying planning and enhancing visibility
Though SharePoint was initially developed for internal over processes and internal controls. SharePoint, along
organizational use, it has been scaled to provide benefits with Microsoft Office, can address key areas of legal
to public e-commerce sites as well. For example: compliance, including:
The HawaiianAir.com site has been considered mission Accuracy: Diagramming tools make it easier to map
critical for the organization since 2005 when it transacted business processes and run visual reports on existing
a majority of the company’s estimated $880 million reve- processes, risk and control information. Workflow
nue. In 2006, when Hawaiian Airlines planned to redesign automation and customizable templates help enforce
the look and feel of their Web site, they wanted a solution business processes and reduce errors. Bar code labels
that would improve the authoring and management of the facilitate management of paper-based records.
Web site’s content and users, as well as providing online
Accountability: Real-time dashboards, workflow status
ticketing transactions. Microsoft Office Sharepoint Server
reports, and detailed audit trails enable executives to
(MOSS) 2007’s compatibility with the existing technology
regularly monitor and measure the status of compliance
used by Hawaiian Airlines’ Web site provided a com-
processes and internal controls.
mon architectural foundation that improved their site’s
capabilities. Today, SharePoint is responsible for Hawaiian Security: Policies can be applied to individual docu-
Air’s online bookings and managing Hawaiian Miles, their ments, or across an entire library, to better control who
frequent flyer membership. can open, copy, print, or forward information. A records
repository prevents direct tampering of documents and
2.5 Legal Compliance ensures the protection of original versions. Automatic
Today, organizations are required to comply with various holds can be applied to the repository to ensure that
legal regulations, such as Sarbanes Oxley Act (SOX), and files cannot be deleted during a specified time or event.
the Health Insurance Portability and Accountability Act Availability: An integrated search engine scales to
(HIPAA). SOX aims to achieve improved trustworthiness tens of millions of items, works across disparate content
in corporate reporting and greater financial transparency. sources, and helps ensure people only see the results
The HIPAA’s goal is to protect health insurance coverage they have permission to view.
for workers and their families when they change or lose
their jobs. In addition, the HIPAA requires the establish-
ment of national standards for electronic health care Internet Resources
transactions and national identifiers for providers, health
insurance plans and employers in order to protect privacy SharePoint homepage:
and confidentiality. http://www.microsoft.com/sharepoint/default.mspx
Compliance with these regulations presents some imme-
SharePoint brought in to rescue Aboriginal language:
diate challenges, including:
http://www.news.com/SharePoint-brought-in-to-
• Extensive documentation requirements rescue-Aboriginal-language/2110-1012_3-6203826.
• Inefficient and error-prone manual or semi- html?tag=item
automatic processes for tracking and auditing
financial or personal information ROI from file shares to SharePoint:
• Lack of visibility over financial process and http://blogs.msdn.com/joelo/archive/2007/04/12/
control documentation roi-from-file-shares-to-sharepoint.aspx
• Slow employee adoption of complex processes
and systems