T4G Day 1_SharePoint - Improved Processes & Collaboration with Sharepoint by Richard Bernhard


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T4G Day 1_SharePoint - Improved Processes & Collaboration with Sharepoint by Richard Bernhard

  1. 1. Improved Processes & Collaboration with SharePointRichard BernhardExecutive Director, Kenan Institute Asia
  2. 2. Improving Processes and Collaboration through SharePoint Kenan Institute Asia Tech4Good Summit Bintan, Indonesia May 22, 2012© 2012 Kenan Institute Asia
  3. 3. Introducing Kenan Institute Asia Bangkok-based non-profit providing sustainable development services in Thailand, Cambodia, Laos, Vietnam and Southern China (registered in Laos and Vietnam) 55 full time staff and a network of project staff and consultants Working in Four program areas: education, business, public health and corporate social responsibility Partner of Microsoft on community projects in Thailand for 8 years Designated as a Microsoft Strategic NGO Partner in 2009© 2012 Kenan Institute Asia 33
  4. 4. Drivers for Adopting SharePoint Reap benefits of moving from paper to digital format – increase efficiency and accountability, greater utilization of resources, better reporting and record keeping, eco-friendly, disaster preparedness Remote access to approvals and information Booking resources, organizing training schedules, getting travel expenses signed Easy access to project information Sharing cross-unit information sharing for better internal coordination and ultimately improve client services© 2012 Kenan Institute Asia 34
  5. 5. The SharePoint Solution K.I.Asia used latest MS software (Windows, Office, Outlook) MS recommended SharePoint in order to share information, manage documents from start to finish, and publish reports to help everyone make better decisions Microsoft SharePoint 2007 was installed in September 2010 External IT consultant contracted to adapt K.I.Asia process to SharePoint Other software installed - Microsoft Office 2010, CRM 4.0, Exchange 2007, SQL Server Enterprise, Windows 7. For hardware side, the new system included 7 Servers, 3 Tablet PCs, 28 Laptops and 63 PCs.© 2012 Kenan Institute Asia 35
  6. 6. How do we use SharePoint? Sharing general information for the Institute - key documents, employee database, HR and training information, budget-to-actual information, etc. (fully operational) Managing resources - cars, equipment, offices (fully operational) Leave and travel, “who is where?” (currently testing) Invoice and payment tracking (currently testing) Client pages – all key documents (proposal, agreement, budget, project tracking, reports expert CVs, etc.) for each project of a particular client (partially implemented)© 2012 Kenan Institute Asia 36
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  11. 11. SharePoint Citi Team Site© 2012 Kenan Institute Asia 41
  12. 12. Qualitative Outcomes Easier sharing of information Better reports for senior management and project staff The ability to access information while travelling outside of the office The ability to track document changes The ability to design and develop reports and other public documents Better management of resource More coordinated project and client management© 2012 Kenan Institute Asia 42
  13. 13. Quantitative Outcomes Efficiency of related tasks has improved by 15 per cent A corresponding savings of US $125,000 Time savings are pegged at around 20 per cent A corresponding savings Kenan US $150,000. Savings allow the Institute to conduct two-three additional medium-sized projects for the community per year© 2012 Kenan Institute Asia 43
  14. 14. What worked well and what didn’t? Software adaptation has been successful Managing of resources and project information is very useful Getting some staff to change their attitudes and practices has been a challenge Still transitioning… Next steps include making use of the business tools (Dash Board, KPI tracking, etc.)© 2012 Kenan Institute Asia 44
  15. 15. THANK YOU For more information contact: Richard Bernhard at richardb@kiasia.org Or visit: www.kiasia.org© 2012 Kenan Institute Asia