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SharePoint Empowerment:®

Making Document Management and


Organizational Collaboration Easier

Dux Raymond Sy, PMP


Managing Partner
Quantum X, Inc.

1-800-843-8733
www.learningtree.ca

©2008 Learning Tree International. All Rights Reserved.


LEARNING TREE INTERNATIONAL White Paper

T A B L E O F C O N T E N T S

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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©2008 Learning Tree International. All Rights Reserved.
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1.2 Key Benefits of SharePoint 1.2.5 Reduced burden for IT


1.2.1 Enhanced document management Although SharePoint is a Web-based technology,
it is not designed to require an overly technical
SharePoint sites provide a central document
individual. In fact, it is intended for knowledge
repository for various types of information, such
workers to be able to rapidly create and manage
as group documents, address books, meeting
collaborative solutions without seeking the assistance
schedules, and discussion forums. They are stored
or intervention of an IT or IS department.
in a Web-based location that has seamless
integration with existing Microsoft products such 1.2.6 Automated business processes
as Windows and Office. With Workflows, users can easily convert human-
More importantly, document integrity is easily based business processes, such as Vacation Requests,
achieved by enabling features such as: into automated electronic processes.
• Version Control: Changes made to any 1.2.7 Integrated third-party data sources
document stored in SharePoint are saved in a and systems
specific version. One can easily look up the
SharePoint Web Parts and Business Data Catalogs
version of a document based on a specific date,
provide the mechanism for integrating data from
time and who modified it.
existing sources and common third-party tools,
• Check-in/Check-out: Maintains document such as Crystal Reports, SAP, Lotus Notes, etc.,
integrity by preventing multiple people from without programming.
editing the same document at the same time and
accidentally overwriting each others’ updates. 1.3 Components of SharePoint
• Content Approval: Requires content to be 1.3.1 Windows SharePoint Services 3.0 (WSS 3.0)
approved before it can be made available in WSS 3.0 is the core technology of Microsoft
SharePoint. SharePoint. If SharePoint is a car, WSS can be
1.2.2 Increased team productivity through considered the “engine.” It serves the primary
purpose of providing document management and
collaboration
collaborative solutions. More so, it is the founda-
A community of users can create a content-specific tional platform for building custom Web-based
Web site with features such as shared contacts business applications.
and calendars, threaded discussion forums, and
document repositories. WSS is available for download at no additional
charge and is installed in Windows Server 2003 and
Since it can be accessible via the World Wide Web, it 2008 environments.
provides remote access capability via a Web browser
without the need to rely on sophisticated tools such 1.3.2 Microsoft Office SharePoint Server 2007
as VPN, Citrix, etc. (MOSS 2007)
MOSS centralizes organizational intranet, extranet,
1.2.3 Convenient definitions of who can do and Web applications into one integrated platform.
what, when Going back to our car analogy, if SharePoint is a car,
In a SharePoint site, a site owner can define varying MOSS provides custom accessories for the car such
permission levels for different site members. These as a “GPS system.” The GPS is not required for the
permission levels can range from having read-only car to operate, yet it can provide useful information.
permission to granting full control for those with WSS is required to implement MOSS.
higher levels of authority. All this can be done with-
MOSS provides organizational and management
out the assistance of technical support.
tools for SharePoint sites such as:
1.2.4 Seamless Microsoft Office integration • Users can create personalized portals from
Document management and collaborative features many SharePoint sites
of SharePoint are not limited to the Web browser. This feature allows the aggregation of relevant
They can be fully utilized in Windows or any content and information for users so they don’t
Microsoft Office product. have to traverse multiple SharePoint sites.

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• Comprehensive content management 2. Common SharePoint Solutions


Apart from a Web-based interface for easy 2.1 Intranet
creation and update of content, editorial approvals
SharePoint can be used as a corporate intranet right out
are built-in, allowing multiple people to review
of the box. Organizations can leverage the ability of
and approve information to be published to a
SharePoint to group business entities based on depart-
SharePoint site.
ments, business units, product teams and project teams.
• Enterprise search Common, relevant information such as documents,
This is a powerful search engine that can find calendars, contacts, or specific content can be targeted to
people, sites, documents, images, or other types a community of users. More importantly, current archaic
of information located in SharePoint, network methods of sharing and storing information, such as
shares, Microsoft Exchange, Lotus Notes and on network shares and e-mail, can be efficiently replaced.
other Web sites. Starbucks has deployed SharePoint for use by approxi-
• Business Intelligence mately 24,000 users in more than 6,000 locations, and it
A SharePoint Server feature that provides an serves as the primary means of communication between
easy way to integrate business data from systems the corporate office and its stores, replacing previous
such as SAP, Siebel or PeopleSoft without writing paper-based correspondence. Additionally, Starbucks was
any code. able to deliver a platform to vendors and partners to allow
access to business analysis reports, the latest business news
• Digital dashboards displaying and updates, comprehensive search results and training
Key Performance Indicators (KPI) materials.
A Key Performance Indicator (KPI) is a visual
cue that communicates the amount of progress 2.2 Project Management Information System
made toward a goal. Through the use of lists (PMIS)
and Web parts in SharePoint, KPIs can be easily
The success of organizational projects may be compromised
created and customized to the relevant community
by inefficient communication between team members,
of users.
document management and storage challenges, and by
Unlike WSS, MOSS is not available for free. Pricing burdensome reporting requirements. SharePoint can be
is dependent on which feature set is needed. adapted as a standards-based Project Management
Information System (PMIS).
1.3.3. SharePoint Designer 2007
SharePoint Designer provides powerful tools to Industry standards and methodologies from PMI,
deliver compelling customized SharePoint sites PRINCE2™ and ITIL® can be leveraged by utilizing
without the need for manual coding. Most of the SharePoint capabilities to implement best practices in
common tasks for enhanced branding, referencing areas such as project communications, tracking, change
various data sources and building workflow- control, reporting and lessons learned.
enabled functionalities are available through
predefined wizards and drag-and-drop capabilities. 2.3 Web Portals
Building a SharePoint solution with this tool has A Web portal is a site that functions as a point of access
proven to be effective, saving time and minimizing to information on the World Wide Web. Portals present
the need for complex programming. information from diverse sources in a unified way.
When the fourth-largest public school district in the
United States needed to communicate with its more
than 1 million students, parents, teachers, and adminis-
trators, Miami-Dade County Public Schools found that it
had no consistent way to deliver information. To answer
that challenge, the district used SharePoint to build an
enterprise Web portal that provides all stakeholders in the
education of Miami-Dade children with a single point of
access for relevant information, services, and applications.

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SharePoint® Empowerment 3
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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

©2008 Learning Tree International. All Rights Reserved.


SharePoint® Empowerment 4
1-800-843-8733 • www.learningtree.ca LEARNING TREE INTERNATIONAL White Paper

About Learning Tree International About the Author

Learning Tree International is a leading worldwide Dux Raymond Sy


provider of vendor-independent training to managers Managing Partner
and IT professionals in business and government Quantum X, Inc.
organizations. Since 1974, over 1,800,000 course
participants from over 13,000 organizations worldwide Dux Raymond Sy has been working with IT technologies
have enhanced their skills and extended their knowledge since 1990. He has produced and managed the development
under the guidance of expert instructors with real- of high-quality, multichannel and usable software
world experience. Learning Tree develops, markets and applications for non-profit organizations, educational
delivers a broad, proprietary library of instructor-led institutions, corporate and micro-business clients.
courses focused on the latest information technologies, He is currently involved in designing, consulting and
management practices and key business skills. deploying SharePoint solutions for various corporate
Learning Tree International annually trains over and government organizations.
90,000 professionals in its Education Centers around
Dux is currently a managing partner at Quantum X.
the world. Learning Tree also provides training in a
Quantum X is an end-to-end IT solutions provider that
number of additional cities and on site at customer
assist clients by offering full-scale solutions encompassing
locations in 26 countries. For more information
strategic information technology consulting, systems
about Learning Tree products and services, call
integration, project management, software development
1-800-THE-TREE (1-800-843-8733), or visit our
and wireless application development.
Web site at www.learningtree.ca
He has been a course author and instructor for Learning
Tree International since 1999.

Atlanta Los Angeles Boston Chicago

Washington, DC New York City Toronto London

Paris Ottawa Stockholm Tokyo

©2008 Learning Tree International. All Rights Reserved.


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SharePoint® Empowerment 5

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