Building Solutions with SharePoint Technologies. August 31 st, 2005

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1 Building Solutions with SharePoint Technologies August 31 st, 2005

2 Overview Introduction to the SharePoint Platform SharePoint Features Windows SharePoint Services (WSS) SharePoint Portal Server 2003 (SPS) Value Creation Potential Business Scenarios Document and Content Approval Team and Project Collaboration with WSS Sites Document Versioning InfoPath Submission of Expense Reports Targeting Information to Specific Audiences Personal Workspace for a SPS User Branding Customization Case Study: North American Development Bank Questions and Answers 1

3 Introduction to the SharePoint Platform Allows organizations to easily create, manage and distribute collaborative web applications Integrates with many Microsoft technologies: Active Directory InfoPath Exchange Office platform BizTalk Server Highly scalable Functional as both an intranet and extranet 2

4 SharePoint Features Hierarchy Overview SharePoint Services Sites, sub-sites Ad hoc hierarchies Portal Server 2003 Areas, Sub-areas My Site Clearly defined hierarchy Backend Servers WSS/SPS Front End Search and Index SQL Database Web Parts embedded into Areas, Sites, & My Site Sub-area Area Sub-area Portal Home Area Area Sub-area Conceptual SharePoint Portal Server / Windows SharePoint Services Boundary Site Site Site Site Site Site Site Subsite Subsite Site SPS/WSS Front-end Server(s) Optional Search & Indexing Server(s) SQL Server(s) 3

5 What is a Web Part? Definition from Microsoft.com: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page. A Web Part is the combination of a Web Part Description file (.dwp) and a Web Part assembly file (.dll). All Web Parts are based on Web Custom Controls. Can be targeted to specific employees Connectable with other web parts Easily administered and customized 4

6 WSS Features Windows SharePoint Services (WSS) allows businesses projectand team-based collaboration leveraging the.net framework to create interactive information repositories. Alerts Standard Web Parts Document and Picture Libraries Lists (Listings, Links, Tasks, Issues, etc.) Discussion Board, Surveys Content Editor InfoPath 2003 and FrontPage 2003 Integration Templates Workspaces 5

7 SPS Features SharePoint Portal Server 2003 (SPS) integrates all aspects of a business to create a secure, scalable enterprise portal for data management, collaboration, information targeting, and advanced searching both internally to SPS and externally. Topics, News areas Personal sites (My Site) Site Directory User profiles Single Sign-on Service (SSO) BizTalk integration Complete WSS feature set 6

8 Value Creation Potential Integration with legacy software applications Data aggregation User collaboration Intranet / Extranet capabilities Scalability, extensibility, and reliability Rich administration features out-of-the-box Extensive 3 rd Party application set Powerful and efficient searching 7

9 Scenarios Document and Content Approval Team and Project Collaboration with WSS Sites Document Versioning InfoPath Submission of Expense Reports Targeting Information to Specific Audiences Personal Workspace for a SPS User with Outlook Integration Branding Customization 8

10 Document and Content Approval SharePoint comes with a simplistic one-tier approval process: A user adds an item to a list or library A content approver either approves or rejects the item If approved, the item becomes visible to all user of the list/library Utilizing alerts in tandem with content approval reduces the time an item spends in a pending state Numerous 3 rd party applications extend the default functionality of SharePoint approval, with GUI-driven workflow modeling and the ability to create a complex approval process 9

11 Team and Project Collaboration with WSS Sites Sites are created through the Site Directory area Site Directory acts as the central repository for all sites in SPS When a site is created, listings to other areas can feed into the new site All or specific users are made aware of the new site for easy, quick collaboration 10

12 Document Versioning Allows a user to revert to a previous version of a document Filename versioning is no longer required i.e. Doc_v1.doc, Doc_v2.doc, Doc_v3.doc Each document in SharePoint contains its versioning information Version history can be viewed: In SharePoint With the Office 2003 product that created the document (Word, Excel, etc.) 11

13 InfoPath Submission of Expense Reports SharePoint integrates with InfoPath to create dynamic forms that harness XML Dynamic properties of InfoPath forms: Field validation Repeating fields Custom fields, such as drop down lists, radio buttons, and calendar controls Auto-generated data based on user identity, form template location, etc. Submission of InfoPath forms to SharePoint form libraries Properties of the InfoPath form can be published and utilized inside of SharePoint 12

14 Targeting Information to Specific Audiences Audience targeting is: A way for SPS users to become aware of new information in a timely manner. A means of pushing data onto multiple sources without publishing to each distinct source. An approach to leverage Active Directory (AD) groups to maximize how users learn about important data. Audience targeting is not: Security in and of itself. Security of areas/sites/web parts must be managed separately. Dependent on AD but is far easier to administer with AD. 13

15 Personal Workspace for a SPS User My Site is automatically generated for each user when they first access the My Site link Created with two views: Personal view Storehouse of personal or draft documents Shared view Simple way to publish documents for portal-wide searching My Site acts as a Digital Dashboard, displaying only the most pertinent data to the user Fully integrates with Outlook inbox and calendar 14

16 Look & Feel Branding Customization DenimGroup.com home page Created using: ASP.NET HTML 15

17 Look & Feel Branding Customization SharePoint Area skinned to have the DenimGroup.com branding Created utilizing custom site definitions 16

18 Side by Side Comparison 17

19 Case Study: North American Development Bank 18

20 NADB: Organization Profile Created because of the North American Free Trade Agreement (NAFTA) Jointly funded by the United States and Mexico Addresses environmental issues in the border area between the United States and Mexico Provides loans to projects with an environmental impact in the US/Mexican border region 19

21 NADB: Business Challenge Employee travel is integral to the NADB mission Paper-based process for submitting and approving travel requests, travel reports and expense reports Multiple levels of approval required Manual processes were prone to error and placed a tremendous burden on managers 20

22 NADB: Solution Create an online workflow system for the request and approval of travel requests Microsoft SharePoint technologies selected as the platform Collaboration infrastructure Future use of other features Microsoft InfoPath used to create forms submitting data to the system Microsoft Active Directory used to seed user accounts 3 rd party workflow solution used for multi-step approvals 21

23 NADB: Screen Shots 22

24 NADB: Screen Shots 23

25 Questions and Answers Denim Group, Ltd (210) Dan Cornell, MCSD Chris Brown, MCAD 24

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