How.To.Become A Better Software Seveloper With A Full.Time.Job SharePoint Case Studies

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SharePoint Case Studies

SharePoint is so well marketed by Microsoft that in many cases a customer will have decided to purchase the product and yet not have a real detailed understanding of how they might benefit from using it.

A good starting point for SharePoint is to convert or create a new corporate intranet. SharePoint offers so many additional features to the intranet that it would be wrong not to use it for such a business service. Clearly, using SharePoint just for the intranet isn’t very cost effective, but as a means of introducing users to SharePoint structures and properties, the intranet would be a good place to start. In previous scenarios, this was the springboard for engaging various departments in realizing the power and effect SharePoint could have on their operations.

Businesses have processes, and a good starting point for identifying where SharePoint can be used is looking at these processes, especially paper-based ones. Removing paper from the office is still a distant hope, but SharePoint with its workflow processes can eliminate many of the office processes that involve staff taking documents to managers for their signature.

The next step is to accept the governance rules because SharePoint is concerned with allowing users to enter data into the SharePoint site, which then makes users aware of their responsibilities. Governance is an important issue because you are making users aware of their responsibilities and actions. The ‘Mysite’ feature in an NHS trust I worked for needed to be disabled due to governance concerns. An administrator of a SharePoint site has ultimate control over the site and can remove inappropriate material, but often the indiscretion has been seen by many in the company and the damage has been done.

The intranet systems that were ported to SharePoint were corporate telephone directories that included photos and were linked to their “Mysite,” laptop reservation systems, room reservation systems, and pool car reservation systems.

In general, I have found HR to be the most interested department and have produced a bespoke case management system for a Blue Chip company. The system was designed to handle bullying and manager-employee relationship issues. The days of attendance and sick days were also tracked on the system. Another Human Resources department used SharePoint to store personnel-related personal documents (references, social security numbers, etc.). This secure storage of scanned documents freed up the use of a warehouse and reduced the number of staff dealing with employee inquiries e.g. from Building Societies etc by 20%.

Finance departments have a budgeting system that has forecasts and monthly updates that need to be monitored constantly. SharePoint has been configured in this instance to automatically examine all relevant handlers and highlight any deviations. SharePoint controlled and managed the system. A similar method was used at a Blue Chip company by sales staff to keep the main board apprised of trends and issues. SharePoint workflow systems can be created to ensure accountability and control for managers. Requesting information and then setting a deadline for completion produces peer pressure that can motivate and drive a department to success.

One of the NHS sites was importing (non-detailed) patient data into SharePoint to pull KPIs for managers. The NHS is paid on results, but obtaining this information was often costly and time consuming. These results were available weekly/monthly and there were no delays. The number of reports central NHS wanted from a trust was 75. Previously these reports required 5 full time staff and after implementation this was reduced to 1 who basically was there to check and validate the data.

The main catalyst for SharePoint’s success has not been making the product an addition to a user’s daily work routine. SharePoint should be designed to be an integral part of the business process. Removing the shared server drives has generally been the turning point for most users because they have seen the benefits of search and version control within SharePoint data storage.

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