Using SharePoint for Process Improvement. Maria Brown

Transcription

1 Using SharePoint for Process Improvement Maria Brown

2 Discussion Topics Company overview Driving factors for SharePoint Collaboration usage Process solution usage Solution examples Top 3 lessons learned Overall summary

3 Company Overview Employees 38,000 Countries 120 Locations 270 Manufacturing Facilities 44 Training and Education Facilities 22 Research and Development Centers 25

4 SharePoint Driving Factors IT Resources User Demand Requests for custom web development exceeding resources Time spent supporting custom applications overtaking development time Need for project collaboration sites, dept pages and surveys Need for visibility of informal processes

5 Collaboration Usage File sharing Dept and team sites Event sites My sites Project collaboration

6 Process Solution Usage Helps structure informal business processes Many processes don t require customization beyond built-in functionality Use other applications for: Manufacturing traceability Quality record Operating procedures 21 CFR Part 11 signatures Enterprise Applications Business Processes Desktop Applications

7 Security Logs Problem: Access database application needed frequent updates Solution Benefits Solution Benefits Quick Quick development development time time Replaced Replaced client client application application with with web app web app Management can see all log Management can see all log entries at a glance (dashboard style) entries at a glance (dashboard style) with with drill-down drill-down capabilities capabilities Permissions restrict access to Permissions restrict access to security group security group Easy-to-use Easy-to-use and and maintain maintain All logs show newest entries on top

8 Live Aisle Requests Problem: Live Aisle requests were sent via to individuals Solution Benefits Solution Benefits Shared Shared work work queue queue easier easier to to manage manage and and prioritize prioritize Management now has visibility of employee Management now has visibility of employee workload workload Request visibility reduces calls for status updates Request visibility reduces calls for status updates Requests grouped by status and sorted by priority

9 Virtual Weekly Problem: Multiple Word documents were being ed to manager Solution Benefits Solution Benefits Quick web-based visibility of activities Quick web-based visibility of activities Multiple views for different needs Multiple views for different needs Fast filtering capabilities Fast filtering capabilities Alerts provide daily/weekly summary Alerts provide daily/weekly summary Multiple views meet everyone s needs

10 Shipping Forms Problem: Excel shipping form was ed to individuals. Needed way to make macro-enabled Excel shipping form more accessible and show status Solution Solution Benefits Benefits Utilized Utilized document document library library with macro-enabled Excel with macro-enabled Excel form as template form as template Users Users complete complete form form and save it as their name and save it as their name Additional fields (tracking Additional fields (tracking number, number, etc.) etc.) are are filled filled out out as request is processed as request is processed for for customers customers to to track track status status

11 Top 3 Lessons Learned

12 Incorporate Meta Data Early Meta data adds enormous value by making it easier to retrieve, use and mange information Easier to start with meta data than add it later Educate users on benefits of meta data and how they can incorporate it into their sites

13 Develop Site Taxonomy Create site taxonomy for your deployment and stick to it Intranet Portal Any taxonomy is better than no taxonomy mysites Departments Communities Many websites discuss best practices Anderson Public Private Corp Giving Budget max 5 GB for each site collection Brown Cardenas HR IT HR IT Walk-a-Thon Diversity

14 Training and User Communities Without training and demonstrations, users default to file sharing Training is critical during rollout and throughout usage Create community of super users to provide ongoing knowledge sharing

15 Overall Summary SharePoint isn t solution to every problem, but solution is quick if it fits Key features are integrated search, security, , and Office applications Allows web content and functions to change quickly keeping up with the pace of business Disclaimer: The previous presentation sets forth theexperience by certain Medtronic functions and is not a representation as to appropriateness of using SharePoint in anyone else's operations