Real World Example: Using SharePoint Out-ofthe-Box Tools to Create a Goals Tracking System Jennifer Mason
SharePoint911 Established in 2004 by SharePoint MVP Shane Young Full service SharePoint Consulting Project Planning Architecture Branding Development Help Desk We truly are The SharePoint Authority. http://www.sharepoint911.com 2
A little info about me Blog http://www.sharepoint911.com/blogs/jennifer SharePoint Consulting http://www.sharepoint911.com SharePoint Training http://www.sharepoint911.com/services/pages/training.aspx Twitter http://twitter.com/jennifermason 3
Agenda Session Goals Requirements Review Our Approach Our Design Lessons Learned 4
Session Goals Walk through the site creation process for a simple goals management and tracking process. 5
Audience Who should attend this session? Anyone who is looking to learn more about what SharePoint can do out of the box Anyone who has to translate I need a system that does this into a working SharePoint solution. 6
Quick Overview of Goals Management Site
Requirements Review Replace current solution which consist of emailing back and forth of word and excel documents. Problems Identified: Inconsistent Data Lost Data Multiple Formats 8
Business Process Goals Director Major Initiatives Manager Other Initiatives Manager Tasks Project Team Tasks Project Team 9
The New System Should. Provide One Central Location Allow for Real Time Information Provide Quick Reports Highlight Accountability Provide Easy Navigation 10
Other Constraints No Time We have our yearly planning meeting next week and want to review this there. No Budget We haven t really budgeted for this, so we need to do it as cheap as possible. No Internal Support The internal support team is maxed on resources, so we need this to be easy to support once it is in place. 11
Our Approach Keep it Simple! Only require users to enter minimal data. Logically separate data so that users can easily find what they are looking for. Out of the Box Build only with tools available via the browser. 12
Our Approach Who has done this before? What can we find in the community? Re-use Approaches of Others! What do you think? Get a second Opinion! For this project we did a team approach review with Nicola Young and Laura Rogers 13
Our Design SharePoint List to Store Each Type of Data Goals Major Objectives Other Objectives Tasks Lookup Columns to Relate List Items Objectives Goals Tasks Objectives 14
Lists
Our Design Navigation To help users easily navigate in a drill down fashion, we used calculated columns to build links to pages that filtered the data based on the URL. Design Elements Calculated Columns Query Filter Web Part CEWP to Display HTML as Text 16
17 Our Design
18 Our Design
19 Our Design
Our Design Calculated Columns =CONCATENATE("<DIV><a href='","/sites/esccogoals/lists/majorinitiative s/allitems.aspx?goals=",title,"'>view Major Initiatives</a></DIV>") CEWP Text to HTML http://pathtosharepoint.com/default.aspx 20
Calculated Columns & Filters
Our Design Easy Reports Red Yellow Green All defined by business owner and unique to this project 22
Our Design Create calculated columns to store the status based on information provided by users. Start Status Completion Status 23
Our Design Calculated Columns =IF(,IF(," "," ")," ") 24
Calculated Columns & Task Status
Our Design Easy to Navigate & View Content Create Many Views & Use Links to Direct Users Create pages whenever real estate is needed 26
27 Our Design
Pages & Views
Lessons Learned Ask, Repeat, Ask Again! Be prepared to speak the language of the users. When you say x do you mean y? Example: I want to have KPIs translated to I want a view to show me what is due next week 29
Lessons Learned Train from the Right Perspective Build the training with the audience in mind and answer key questions- Involve the Business Owner in the Training How does this relate to my job? How does using this help me do my job? What do I need to do with it to do my job? 30
Was Our Approach Right? It was right for us! It was what we could handle at the time, it may have been missing some bells and whistles, but it got us started and has been implemented successfully. 31
32 Questions? 32