Slide deck from the European SharePoint Best Practice Conference in London, April 2011. How to use SharePoint 2010 to cut costs and improve efficiency

1. Cutting costs using sharepoint 2010 Alan Richards

2. About Me Alan Richards Information Systems Manager @ West Hatch High School Worked in IT in Schools for over 17 years Experience First School in UK to launch SharePoint 2010 based public website Presented at many SharePoint events and the BETT 2011 show in London Many Microsoft case studies and press articles about how we use IT and in particular SharePoint

3. Paperless School Project Tight economic conditions Reducing budgets Portray a different view of IT Not a black hole for money Invest to save Academic Review Day £8000 a year spent on paper and admin for 2 days a year Transfer all paperwork into online forms Easier data analysis Easier reporting Data to hand

4. Topics SharePoint 2010 List or form library InfoPath 2010 Form design Interaction with SharePoint 2010 Rules Submitting data methods SharePoint Designer 2010 Designing workflows Workflow initiation

5. SharePoint 2010

6. List or Form Library Form library Stores copy of form as it was completed Can store data fields from the form These fields can be used to search the data List Does not store copy of form Does store a link to open the form Stores all data fields in the list Lists can be exported to Excel

7. InfoPath 2010

8. InfoPath 2010 Part of the Office suite Used to create forms from a multiple of sources Multiple ways of submitting data List SQL Email

9. Demo

10. Sharepoint designer 2010

11. SharePoint Designer 2010 Mostly known for branding SharePoint Used to design workflows For complicated workflows you can design in Visio and import into Designer

12. Demo

13. Fitting it all together DEMO

14. Best Practice Create the list using InfoPath 2010 Stores all the fields from the form Easily extract the data Set options for successful and failed submission Use code in InfoPath to reduce clicks Make it easier for the user Filter fields from data in other fields Auto complete fields if you can Make relevant fields read only Use validation rules Limit view to list items Add code to the end of the newform.aspx address /Listname/NewForm.aspx?Source=/SitePages/Default.aspx Set permissions on list Read items Edit items

15. Contact Me arichards@westhatch.essex.sch.uk www.edutechnow.com twitter.com/arichards_Saruk

16. Thank You for listening